Visitor & Volunteer Coordinator

Department Overview

OHSU Neurological Surgery maintains dedicated programs in brain, skull base, and pituitary tumors, spinal surgery, vascular neurosurgery, movement disorders, epilepsy, facial pain, complex spinal and cancer pain, pediatric neurosurgery, craniofacial disorders, hydrocephalus, spina bifida, spasticity, peripheral nerve disorders, and nervous system trauma.

This position supports the Department of Neurological Surgery's education mission by acting as the visitor and volunteer coordinator for the Department of Neurological Surgery, this position also provides administrative support to the administrative and education mission of the department as needed. The Visitor & Volunteer Coordinator will serve as a liaison between the Department of Neurological Surgery and other OHSU departments as necessary to organize and implement visitor and volunteer experiences.

Function/Duties of Position

Visitor and Volunteer Program Administration:

• a. Serve as the primary contact for inquiries about observership, shadowing, volunteer, and visiting scholar opportunities within the Department.
• b. Coordinate and administer visitor, volunteer, observer, and visiting scholar programs, including applications, onboarding, scheduling, documentation, and experience tracking.
• c. Support Campagna Scholarship program administration.
• d. Interpret and apply departmental, Office of Visitors and Volunteers (OVV), and Office of International Affairs (OIA) policies and procedures to ensure compliance.
• e. Collaborate with faculty and departmental leadership to coordinate educational, clinical, research, and observational experiences.
• f. Manage onboarding requirements, including applications, screenings, confidentiality agreements, intellectual property documentation, affiliation agreements, visa-related paperwork, and other required forms.
• g. Coordinate observation requests, clinic schedules, operating room experiences, and research-related activities for visitors and volunteers.
• h. Maintain accurate records and tracking systems for visitors, volunteers, observers, researchers, and visiting scholars, including renewals, expirations, and participation data.
• i. Monitor volunteer participation and hours, and coordinate renewals as needed.
• j. Support orientation activities and ensure participants receive schedules, expectations, and necessary departmental information.
• k. Serve as a liaison between the Department, OVV, OIA, faculty, and participants to facilitate a positive and compliant experience.
• l. Provide documentation and verification of participation or experiences upon request.

Education & Administrative Support:

• a. Support the Department's education manager and administrative manager as needed and other responsibilities allows.

Required Qualifications

• Four years of general office or secretarial experience; OR

• An Associate's degree or certificate in office occupations or office technology and two years of general office or secretarial experience; OR

• A Bachelor's degree and two years of general office or secretarial experience; OR

• An equivalent combination of training and experience.

• Demonstrated Proficiency with MS Office (Word, Excel, Outlook, and PowerPoint).

• Minimum six months experience with busy, multi-line telephones.

• Keyboarding proficiency and accuracy with an avg. of 60 WPM

• Previous administrative experience handling highly confidential, sensitive information

• Experience in an administrative support role for upper division or executive level management.

• Previous experience with coordinating travel arrangements and processing travel reimbursements.

• Experience with scheduling appointments and complex calendaring.

• Experience with event coordination, catering, lectures, and meeting/greeting visitors, affiliates, and high level participants.

• Demonstrated skills with composing, editing, proofing, and copying written materials.

• Demonstrable record of reliable attendance, punctuality and proven successful performance at past and present employers.

• Previous experience providing administrative oversight for a project or program.

• Excellent grammar, phone demeanor, oral and written communication skills required.

• Ability to work with complex issues related to resident schedule; outstanding interpersonal skills to interact professionally with residents, faculty, staff, and all levels of management;

• Ability to multi-task and to work efficiently; ability to prioritize tasks and remain flexible while working in a fast moving environment to ensure the smooth flow of services and operations.

• Strong ability to prioritize and organize projects and tasks in a timely manner, and ability to problem solve and manage on-going projects; strong time management skills.

• Ability to work with very detailed information and independent decision-making and problem-solving skills required.

• Ability to work with a team and communicate effectively with other team members in a professional and timely manner.

Preferred Qualifications

• Bachelor's degree or higher

• Experience in ACGME-accredited training program coordination; high priority for Neurological Surgery administration experience.

Additional Details

• Hybrid home/office setting.

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