Job Description: Oregon Health & Science University
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 aaeo@ohsu.edu.
Outreach & Education Coordinator
US-OR-Portland
Job ID: 2024-32134 Type: Regular Full-Time # of Openings: 1 Category: Administrative/Office Support Portland, OR (Marquam Hill)
Overview
1. Educational event planning: Plans and coordinates on and offsite meetings, seminars and conferences for providers and patients. Primary responsibilities include coordinating contracts with event venues, setting up logistics for event (site and menu selection, preparing workshop materials). All event publicity including creating flyers and emails to promote event, setting up registration site with the OHSU Foundation, and responding to calls about event and registration. Provide onsite support during event (leading registration process, assisting with AV, overall organization of event), and after event (compiling outcomes data and debriefing) & processing event payments.
2. Fellowship Applicant Coordination: Receive applications and communicate with Fellowship director about interview selections. Contact interviewees (approx. 20-25 per year) to coordinate travel and schedule an interview agenda.
3. Assistant to the Medical Director: Maintains complex schedule, compiles requested information, responds to correspondence requests, serves as a communication link, and other tasks as assigned.
4. Office coordination: Develops technical policies or procedures, systems and forms necessary to complete work. Disseminates policies and information to OHSU staff, businesses and to the public.
5. Social Media / Website Maintenance: Responsible for updating events, news, & photos on the center website.Coordinate with OBI web staff to ensure events are posted in Trumba.
6. Purchasing & Reimbursements: Maintain P-card for ordering needs by tracking expenses and submitting reconciliation monthly. Submit check requests to provide payments and reimbursements for business expenses.
Responsibilities
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. Note: there is no substitution for the two years of administrative experience.
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.
Demonstrated proficiency with Microsoft Word and PowerPoint.
Demonstrated event planning experience.
Previous experience creating print media.
Excellent design and layout knowledge with attention to detail.
Knowledge and consideration of impact when sending mass emails and communications.
Experience with dictation/transcription.
Demonstrated excellent record of attendance and punctuality.
Demonstrated outstanding communication skills that foster positive interactions with coworkers of all personality types.
Excellent organizational skills allowing the individual to work independently, prioritizing multiple tasks, with limited supervision.
Demonstrated ability to work with peers and leadership in a team setting as well as demonstrated ability to work in a flexible work environment.
Proven ability to work well under pressure, prioritize multiple tasks in a fast-paced environment with frequent interruptions and function as a team player.
Qualifications
Previous experience working in an academic/medical office.
Knowledge of preparation of NIH grants and manuscript formats.
