Administrative Coordinator

Administrative Coordinator

US--Hybrid

Requisition ID: 2026-43706
Position Category: Administrative/Office Support
Job Type: AFSCME union represented
Position Type: Regular Full-Time
Posting Department: Basic Sciences Shared Admin Services
Posting Salary Range: $30.34 - $41.02 per hour, with offer based on relevant qualifications and internal equity
Posting FTE: 1.00
Posting Schedule: Monday-Friday
Posting Hours: 40 hours per week
HR Mission: School of Medicine
Drug Testable: No

Department Overview

The basic science research departments at OHSU are seeking an outstanding Administrative Coordinator.

This position provides exceptional customer service in a fast-paced, highly-productive, and diversified research and academic environment to faculty, staff, and trainees. Responsibilities include, but are not limited to, executive support, purchasing/purchasing card reconciliation, travel planning/post-travel reimbursement, and seminar/event support.

Function/Duties of Position

Executive level support for department chair

• Scheduling –Plan and respond to meeting requests, ability to triage meeting requests and accommodate changing priorities, maintain confidentiality.
• Travel – Coordinate domestic and international travel for department chair using policies and procedures outlined below.
• Assist with correspondence, renew professional memberships, assist with special projects and data assessment as needed.

Lab purchasing and procurement-card (p-card) reconciliation

• Become familiar with OHSU purchasing/P-card policies and maintain knowledge as policies update.
• P-card acquisition, tracking, and reconciliation in iExpense.
• Reconcile of p-card transactions for faculty, staff, and trainees.
• Independently manage full-cycle ordering of research and office supplies, equipment, and other goods/services.
• Point of contact to explain OHSU purchasing policies and procedures.
• Request purchase orders (POs) for complex orders.
• Resolve purchasing issues related to invoicing, receiving, and returns.
• Process work orders, professional service contracts, standing orders, and other forms of procurement of goods and services.

Plan, arrange, and reimburse/reconcile department travel

• Become familiar with OHSU travel policies and maintain knowledge as policies update.
• Point of contact to explain OHSU travel policies and procedures.
• Arrange complex and detailed travel arrangements, itineraries, agendas, and compilation of related documents.
• Process travel reimbursements, related P-card reimbursements, hotel direct billing, and group travel. Cross department support within all of the Basic Science unit as needed.

Departmental Summer Internship Coordination

• Coordinate planning, onboarding, internship event management, reimbursements, and work with the foundation on sponsorship.

Back-up coordination of departmental seminar series

• Coordinate all logistics associated with seminar series including but not limited to travel, accommodation, catering, special event set-up/clean-up, communications, maintenance of seminar schedule, creating/maintain calendar invites, and AV coverage on a back-up basis.

Other administrative responsibilities

• Work with members of BS admin team to identify tasks in need of improvement/streamlining. Work collaboratively to develop and implement solutions.
• Provide back-up admin support for other Basic Science departments as needed.
• Coordinate space, equipment purchasing and infrastructure needs with Lab Management administrative coordinator.
• Coordinate with HR Coordinator and BASCIT on equipment and digital access requests for new employees, equipment returns, telecom set-up.
• Coordinate T32 training grant data for progress reports, renewals and new applications. With committee direction, track and assign individuals to the training grant with appropriate documentation.
• Front desk support.
• Faculty and steering committee meeting support to include scheduling rooms, maintenance of calendar invitations, AV, and preparation of agenda and taking minutes.
• Facilities work requests.
• Mail distribution.
• Maintenance of conference room calendar(s).
• Faculty annual review and Promotion & Tenure support.
• Large and other Social event support.
• Other duties as assigned.

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.

• Intermediate to advanced computer skills. Ability to learn new systems with training.

• Team oriented, detail oriented, ability to problem solve.

• Excellent oral and written communication skills.

• Ability to exercise good judgment and initiative, ability to prioritize and organize workload. Capable in managing competing priorities.

• Self-directed on responsibilities associated with the position.

Preferred Qualifications

• Background in seminar coordination, travel planning, HR and purchasing.

• Experience providing executive level support.

• Experience in higher education.

• Experience with Oracle Purchasing.

• Experience with MS 365, SharePoint Online, SmartSheet.

Additional Details

Monday – Friday, 40 hours per week.

Hybrid - In-person attendance required, up to 2 days per week currently may be remote.

Exposure to basic science laboratories.

Benefits

• Healthcare for full-time employees covered 100% and 88% for dependents.
• $50K 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 dependent on length of service.
• Sick Leave - up to 96 hours per year.
• 9 paid holidays per year.
• Substantial Tri-Met and C-Tran discounts.
• Employee Assistance Program.
• Childcare service discounts.
• Tuition reimbursement.
• Employee discounts to local and national businesses.

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