Project Coordinator

Department Overview:

The Dotter Department of Interventional Radiology is a pioneering national and global leader in Interventional Radiology clinical care, translational research, and education.  Our specialists combine a sincere interest in the welfare of their patients with cutting-edge interventional care skills and technology. The Project Coordinator will coordinate the planning and administration of a group of related discrete projects at different stages of completion on an ongoing basis in support of the Dotter Interventional Radiology and OHSU mission.  A successful candidate in the Project Coordinator role will be a self-starter; exhibit systems thinking and demonstrate excitement for supporting the mission of the Department.

The Department of Interventional Radiology in the OHSU School of Medicine promotes an equitable work environment with a strong commitment to diversity. All department members are expected to actively participate in training and events that reinforce and expand this commitment.

Function/Duties of Position:

• Project Coordination, Quality and Process Improvement Support:
  Provides project coordination support to Department on operational priorities and cross-functional initiatives. Maintains Quality and Process Improvement project documentation and supports IR Best Practice and Quality Committee.  Apply OPEx and PI methods and tools to IR Quality initiatives.  Furnishes the necessary data for departmental projects and quality improvement initiatives.  Monitors project status to ensure progress toward completion, maintain communication to stakeholder groups, modifies project plans as necessary to manage unforeseen changes or unexpected developments.  Timely and thorough completion of project documentation at close.  
• Department-Wide QGenda Scheduling Coordination: Facilitates all QGenda schedule builds, prospective scheduling at 3-month or designated intervals, real-time updates, and system maintenance for all faculty and APPs across the full department, inpatient, outpatient, call, and partner site assignments. Coordinates schedule approvals directly with section chiefs. Manage schedule change requests, conflict resolution, and scheduling documentation. Generates and distributes scheduling reports and utilization summaries to leadership. Supports onboarding of new faculty and APPs into QGenda.  Produces scheduling reports to be used in operations evaluation and improvement initiatives.    
• Partner Site & Clinical Operations Coordination: Serves as the primary departmental contact for all partner site operations at Legacy Health, HMC, and affiliated sites, including HR, credentialing, onboarding, offboarding, IT requests, and project support. Coordinates credentialing and re-credentialing for faculty and APPs across Legacy, HMC, and VA. Tracks deadlines and ensures timely completion. Manages access requests and system onboarding for new clinical personnel across all sites. Tracks and reports on partner site access, scheduling metrics, and operational milestones as directed.  
• Administrative & Governance Support: Maintains the Dotter IR website: content accuracy, updates, and coordination with OHSU web and communications teams. Maintains departmental policies and process documentation. Manages department-level IT and facilities requests.  Serves as designated backup to the Executive Specialist during absences or periods of high demand, covering calendar management, correspondence, meeting preparation, and governance documentation. Supports P&T coordination processes in partnership with the Executive Specialist: faculty documentation, submission timelines, and record maintenance. Assists with coordination of faculty and departmental events, guest lectures, and special functions. Provides HR process support: interview coordination, travel reimbursements, vacation tracking, and routine personnel logistics.    
• Other Duties as Assigned 

Required Qualifications:

• Four years of experience as an executive assistant, administrative analyst, researcher or administrative officer which included administrative duties, provision of technical assistance, or operations review.  
  • Two of the required years must have included administration or oversight of an on-going project or program. 
• A Bachelor's degree in Business Administration, Management, Public Administration or a closely related field may be substituted for up to two years of the required experience.
  • Note: there is no substitution for the two years of administrative experience.    
• Experience with scheduling systems (QGenda or equivalent). 
• Demonstrated experience managing confidential personnel processes and coordinating across multiple sites or teams.
• High level of customer service knowledge.
• Demonstrated ability to work with a variety of diverse individuals and personalities.
• Excellent verbal and written communication skills.    
• Intermediate skill level in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with QGenda.
• Proven experience with Epic or equivalent EHR. Well organized, detail-oriented, ability to work independently and complete projects on time.
• Proven ability to maintain complete confidentiality; knowledge of medical terminology required. Proven ability to work as a team player and function efficiently in a collaborative environment.
• Demonstrable record of reliable attendance, punctuality, and proven successful performance.  
• Ability to perform the job duties with or without accommodation.

Preferred Qualifications:

• Bachelor’s degree or higher. Project Management Professional (PMP) certification or equivalent coursework.
• Minimum two years of administrative or project coordination experience in a complex, multi-stakeholder environment.
• Experience in an academic medical center or health system.
• Familiarity with multi-site credentialing environments.
• Background supporting clinical or operational leadership.
• Experience with QGenda, ERAS, VSLO, or MedHub.
• Familiarity with OHSU systems and institutional policies.
• Website content management experience.
• Working knowledge of radiology or procedural specialty workflows.

Additional Details:

Primarily office-based with regular movement between buildings on the OHSU main campus. Periodic travel to partner sites (Legacy Health, HMC) may be required. Standard workweek with occasional flexibility required for time-sensitive deadlines or event support.  Hybrid work potential after initial onboarding and successful training period.

Why apply to OHSU?: We are Oregon's only public academic health center. In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington. All are welcome. OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply. To request reasonable accommodation, contact askhr@ohsu.edu