Voca has an immediate opening available for Admin Coordinator professionals in Portland, OR!
The purpose of this position is to perform and coordinate a wide variety of advanced administrative and technical tasks and projects in support of the academic, clinical, and research missions of the Institute on Development and Disability Hemophilia Center. The Administrative Coordinator provides excellent customer service to internal and external customers and adheres to the code of conduct at all times. The Administrative Coordinator demonstrates proficiency with our client' s Core Competencies: Inclusion, collaboration, and teamwork; organizational perspective; performance results; personal effectiveness.
Key Responsibilities & Performance Standards
Coordinates and implements program support for the institute on Development and Disability.
1. Reviews applications, forms, or other documents for compliance with established criteria. Includes assisting with portions of the licensure and credentialing of billing providers.
2. Collects and compiles data requiring specialized program knowledge as well as judgment in selecting from a variety of reports, computer printouts, and logs; performs complex data entry per faculty or program administrator request.
3. Coordinates meeting and event set-up and clean-up, including audio-visual equipment and catering.
4. Act as the discipline’ s primary liaison to the clinical practice sites. Including coordination with clinical practice staff in maintaining scheduling consistency, supplies inventory ordering, tracking and stocking, managing communication between clinic, patients, referring providers and division faculty.
5. Tracks action items from division agendas, follows up on items and assists in completing items as appropriate.
6. Provides support for division Quality Improvement initiatives, including documenting projects, tracking action items and sending reminders, assisting with data collection, preparing data reports, charts, and graphs.
7. Organizes clinical case reviews, including arranging meetings, inviting participants, setting up audio-visual equipment, documenting discussion, following up with individuals on action items
8. Develop, analyze and review existing discipline policies and procedures. To revise them accordingly as information and processes update.
9. Research, collect data, and prepare reports outlining the impacts and changes in Discipline programs and clinics.
10. Compiling statistical information related to programs or operations to help leadership and faculty make decisions related to the program/operation.
11. Assisting in annual budgeting process by developing detailed reports specific to assigned disciplines/clinic, to be continuously updated and provided to leadership when needed.
1. Maintains faculty calendars and arranges meetings.
2. Orders supplies (lab and office) in Oracle or other purchasing software.
3. Produces and/or transcribes letters, memos, and routine faculty correspondence.
4. Prepares posters, slides, handouts and syllabus materials for presentations.
5. Produces meeting agendas and creates and sends out meeting minutes.
6. Coordinates the editing, proofing, printing and distribution of grant applications, grant progress reports, newsletters, brochures, syllabi, manuals, manuscripts, posters and abstracts.
7. Organizes and maintains filing system for various faculty members and division based files.
8. Ensures content on division websites is current and accurate.
9. Coordinates travel arrangements for faculty and visiting faculty; makes reservations, notifies organizations to be visited; completes travel vouchers, expense claims, and reports; arranges calendar for visiting faculty.
10. Receives and distributes incoming mail, faxes and packages. Per provider preference opens and processes faculty mail.
11. Manages outgoing mail and shipping.
12. Performs online searches and orders articles, journals, and books from library and other sources.
13. Orders equipment through Oracle.
14. Collects and enters data for use in research projects.
15. Maintains IDD’ s display boards in the department and the DCH 7 CDRC board
1. Reconstructs account transactions showing charges, payments and adjustments; determines and initiates action within established policies and procedures to resolve problems with records, billing, payments, or charges related to faculty and staff purchases and reimbursements. Produces monthly balance sheet for operating accounts.
2. Processes purchase orders, p-card reconciliations, and Oracle requisitions.
3. Prepares and processes faculty and staff reimbursements.
4. Performs budget related activities including analyzing expenses, creating and maintaining routine spreadsheets and computerized records of inventory and supplies. Monitors expenditures, compiles and generates status reports and reports deviations to Program Administrators.
5. Process payments for monthly Eugene clinic vendors/services as well as document and track invoices/payment.
Human Resources Coordination
1. Serves as the division liaison to the department’ s HR team by explaining policies and procedures for obtaining services.
2. Prepares interview schedules for faculty candidates; sets up appointment times, luncheons, and dinners.
3. Plans travel arrangements for faculty candidates.
4. Assists HR, Program Administrator and office manager with faculty, staff and visiting student onboarding, including preparing/creating onboarding schedule, registering for orientation, training, and office set up of computer, printer, phone, and supplies.
5. Maintains HR records, CVs, and biosketches for division faculty.
6. Coordinates faculty clinical re-credentialing.
7. Ensures faculty have current licenses and Off-Campus Authorizations.
1. Develops and revises office and divisional policies and procedures.
2. Uses software to complete computerized purchasing.
3. Serves as divisions’ liaison to DCH Marketing to keep websites updated.
4. Uses desktop publishing software to produce forms, flyers, posters, etc.
5. Serves as IT contact for the divisions.
6. Coordinates with IT and Telecom on computer and phone system, such as purchasing hardware, coordinating moves and installations, coordinating repairs.
7. Prepares HR forms using Banner or Oracle software to ensure correct information.
8. Orders, sets up, and operates audio-visual equipment for meetings and presentations (projectors, monitors, computers).
Reception and Assistance
1. Answers division phones. Routes calls appropriately and takes messages for faculty. Checks voicemail and returns messages daily.
2. Greets visitors to the division.
3. Provides superior customer service.
4. Serves as a campus guide for visiting faculty, off campus providers and staff.
Four years of general office or secretarial experience; OR an AA or certificate in office occupations or office technology and two years of general office or secretarial experience; OR a BA and two years of general office or secretarial experience; OR an equivalent combination of training and experience.
Intermediate skills with MS Office (Word, Excel and PowerPoint)
Keyboarding proficiency and accurate typing of 50 WPM.
Previous administrative experience handling highly confidential, sensitive information.
Experience in an administrative support role for upper division or executive level management.
Experience with scheduling appointments and complex calendaring.
Experience with event coordination, catering, lectures, and meeting/greeting visitors, affiliates, and high level participants.
Experience troubleshooting complex technical and logistical issues in large meeting environments
Demonstrated skills with composing, editing, proofing, and copying written materials.
Experience making travel arrangements and processing travel reimbursements.
Demonstrable record of reliable attendance, punctuality and proven successful performance at past and present employers.
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.
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.
Experience: Experience in an academic or clinical setting; Grant application experience.
Competency in Oracle; EPIC;
Some flexibility, remote work, M – F 8am to 5pm
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