Administrative Coordinator - job 1 of 7

Department Overview

The duties of this position are in support of the mission, goals and objectives of the graduate medical education programs of the Department of Diagnostic Radiology. The position will support the program activities of the ACGME Diagnostic Radiology residency, IR-DR Integrated Residency, Neuroradiology and Pediatric Imaging programs and will include program and departmental correspondence, recruitment, on-boarding activities, calendar and meeting scheduling, event coordination, trainee support, and other duties as assigned to support the program infrastructure.

 

Pay Range: $28.25 - $38.19 per hour

Function/Duties of Position

ACGME Neuroradiology Fellowship/Section Support and Coordination

• Provide confidential office support and coordination of various tasks for the section and the associated faculty. This coordination consists of being a representative of said faculty to the patient and public which includes being the first line of contact and communication link for the majority of incoming correspondence. Coordinate day-to-day activities for section chiefs, advise of commitments, obligations and/or conflicts.
• Assemble, edit and assist with a variety of documents, many sensitive and confidential in nature, including meeting agendas, minutes, proposals, and disciplinary actions. Answer phones, responding to and distribute mail, filing, schedule meetings, maintain calendars, transcribe dictations, assist with editing manuscripts, guest editor articles and book chapters, make travel arrangements, maintain reading room and offices, and prepare reimbursement requests.
• Coordinates application and interview process for prospective fellows by providing interviewee with information about travel, accommodations, and interview schedule, planning and organizing agenda for each interview, distributing copies of each file to faculty, fellows, and other interviewers, facilitating interviews, maintaining database and files of all applicants interviewed, coordinating meeting of faculty and fellows to discuss and rank applicants. Supports and coordinates current fellows including creating, organizing, and maintaining individual fellow files, assist fellows with any questions regarding policies on vacation, benefits, making travel arrangements, and requesting reimbursements.

ACGME Pediatric Imaging Fellowship/Section Support and Coordination

• Provide confidential office support and coordination of various tasks for the section and the associated faculty. This coordination consists of being a representative of said faculty to the patient and public which includes being the first line of contact and communication link for the majority of incoming correspondence. Coordinate day-to-day activities for section chiefs, advise of commitments, obligations and/or conflicts.
• Assemble, edit and assist with a variety of documents, many sensitive and confidential in nature, including meeting agendas, minutes, proposals, and disciplinary actions. Answer phones, responding to and distribute mail, filing, schedule meetings, maintain calendars, transcribe dictations, assist with editing manuscripts, guest editor articles and book chapters, make travel arrangements, maintain reading room and offices, and prepare reimbursement requests.
• Coordinates application and interview process for prospective fellows by providing interviewee with information about travel, accommodations, and interview schedule, planning and organizing agenda for each interview, distributing copies of each file to faculty, fellows, and other interviewers, facilitating interviews, maintaining database and files of all applicants interviewed, coordinating meeting of faculty and fellows to discuss and rank applicants. Supports and coordinates current fellows including creating, organizing, and maintaining individual fellow files, assist fellows with any questions regarding policies on vacation, benefits, making travel arrangements, and requesting reimbursements.

ACGME Diagnostic Radiology Residency Programmatic Support:

• Provide confidential support to faculty and residents in the Diagnostic Radiology Residency program. Coordinating schedules, internal and external meetings, data collection; ensure compliance with accreditation standards; and perform other administrative duties as needed. Serve as a liaison with the OHSU GME office for policy and procedure updates and stay current on ACGME programmatic requirements for documentation and program operations.

Information Assistance:

• Respond to all inquiries and requests for information via mail, phone, and email as the first point of contact for radiology graduate medical education programs. Support administrative team members during orientation and when completing similar tasks. Function as the primary point of contact for all incoming and prior trainee verifications. Receive, process, and complete credentialing and verification requests for current trainees and alumni. Maintain a working knowledge of the House Officers Union contract and ensure adherence to its guidelines in all applicable administrative processes and trainee support functions. Assist in resolving issues or questions related to contract provisions to ensure fair and consistent application across the program.

Support ACGME Requirements in concert with the Education Manager:

• Maintain and regularly update all education files and program policies in compliance with departmental, institutional, ACGME and other accrediting body guidelines. Support the upkeep of evaluation, policy and documentation databases, ensuring quality assurance process and accurate data management. Ensure continued compliance with all regulatory requirements to prevent violations that could impact program accreditation. Monitor trainee progress to verify that all educational and documentation requirements are met prior to graduation.

Resident Recruitment and Onboarding:

• Support the recruitment and selection of residents who will thrive and succeed in our program by arranging file reviews with the recruitment team, extending interview invitations, planning and organizing virtual interviews, and facilitating interview days. Collaborate with administrative managers and the OHSU GME Office throughout the recruitment and onboarding process to ensure all HR and institutional requirements are met. Assist with managing the Electronic Residency Application System (ERAS), the Thalamus recruitment platform, and the National Resident Matching Program (NRMP) to coordinate applicant ranking and match outcomes. These efforts contribute to identifying and onboarding residents who are well-suited to our program's culture and goals.

ACGME Interventional Radiology Integrated Residency (R1-3) Programmatic Support:

• Provide confidential support to the R1-3 IR/DR Residency program. Coordinating schedules, internal and external meetings, data collection; ensure compliance with accreditation standards; and perform other administrative duties as needed. Serve as a liaison with the OHSU GME office for policy and procedure updates and stay current on ACGME programmatic requirements for documentation and program operations.

Support DR-IR ACGME Requirements in concert with the Education Manager:

• Maintain and regularly update all education files and program policies in compliance with departmental, institutional, ACGME and other accrediting body guidelines. Work with team for resident onboarding processes each spring/summer. Manage and document required MedHub evaluations throughout the year. Support the upkeep of evaluation, policy and documentation databases, ensuring quality assurance process and accurate data management. Ensure continued compliance with all regulatory requirements to prevent violations that could impact program accreditation. Monitor trainee progress to verify that all educational and documentation requirements are met prior to graduation.

Other IR/DR related tasks including:

• Receive, process, and complete credentialing and verification requests for current trainees and alumni. Maintain a working knowledge of the House Officers Union contract and ensure adherence to its guidelines in all applicable administrative processes and trainee support functions. Assist in resolving issues or questions related to contract provisions to ensure fair and consistent application across the program. Oversee case and competency log reporting and tracking. Registration and proctoring for necessary exams. Scheduling management, both for meetings and residency rotation tasks, including work hours tracking.

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.

• Note: Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience.  

Job Related Knowledge, Skills and Abilities (Competencies):

• Previous work experience demonstrating exception written and oral communication and interpersonal skills
• Previous experience coordinating entire administrative processes
• Experience with disseminating policies and procedural information 
• Excellent grammar, punctuation and spelling skills
• Attention to detail, conscientious and exceptional organizational skills
• Microsoft Office suite;
• excellent English language skills, both verbal and written;
• ability to multitask and prioritize; medical terminology

Preferred Qualifications

• Familiar with working in a large and complex medical university setting
• Previous experience working with graduate and/or undergraduate medical education programs
• Previous experience working with ERAS, MedHub, EPIC applications

Additional Details

Monday through Friday, 8:00 – 4:30, occasional evenings and weekends required for special events. Working location will be a hybrid of on-campus and telework arrangements.

 

Benefits:

• Healthcare Options - Covered 100% for full-time employees and 88% for dependents, and $25K of term life insurance provided at no cost to the employee
• Two separate above market pension plans to choose from
• Vacation- up to 200 hours per year depending on length of service
• Sick Leave- up to 96 hours per year
• 8 paid holidays per year
• Substantial Tri-met and C-Tran discounts
• Additional Programs including: Tuition Reimbursement and Employee Assistance Program (EAP)

All are welcome

Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or [email protected].