Administrative Coordinator

Quest Oracle Community

Portland, Northern (OR, KY)

Hybrid

USD 41,000 - 56,000

Full time

10 days ago

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Benefits offered by this job

Healthcare benefits

Pension plans

Tuition reimbursement

Job summary

The Oregon Health & Science University is seeking an Administrative Coordinator for the Department of Biomedical Engineering in Portland. You will provide administrative support, manage purchasing, travel planning, seminars, events, and executive support for department leadership in a fast-paced research environment.

Responsibilities include coordinating calendars, travel reimbursements, procurement card reconciliation, and communications, while ensuring confidentiality and professionalism

Qualifications

Four years of general office or secretarial experience or an equivalent combination.
Experience with Oracle for purchasing is preferred.
Excellent oral and written communication skills.
Ability to prioritize, organize workload, and manage competing priorities.

Responsibilities

Oversee purchasing, procurement card reconciliation, and travel planning.
Coordinate seminars, events, and visiting speakers.
Provide executive support for department leadership.
Manage calendars, meetings, and departmental communications.
Maintain records and assist with onboarding and strategic initiatives.

Skills

Communication skills

Attention to detail

Time management

Team collaboration

Education

Associate's degree in office occupations

Bachelor's degree

Tools

Oracle Purchasing

MS Office

Procurement systems

Job description

Administrative Coordinator

US-OR-Portland

Requisition ID: 2026-41199

Position Category: Administrative/Office Support

Job Type: AFSCME union represented

Position Type: Regular Full-Time

Posting Department: SM. Basic Sciences Shared Services

Posting Salary Range: $30.34 - $41.02 per hour, with offer based on experience, education and internal equity

Posting FTE: 1.00

Posting Schedule: Monday - Friday

Posting Hours: may select own schedule provided core in-person attendance hours of 9am - 5pm are covered

HR Mission: School of Medicine

Drug Testable: No

Department Overview

The Department of Biomedical Engineering at OHSU is 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, students, postdoctoral scholars, and visitors.

Responsibilities include purchasing and procurement card reconciliation, travel planning and reimbursement, seminar and event coordination, executive support for department leadership, departmental communications, and general administrative operations. The Administrative Coordinator serves as a key point of contact for departmental activities and is responsible for coordinating a wide variety of administrative functions that support departmental operations, faculty success, and strategic initiatives.

Function/Duties of Position

Purchasing, Procurement, and Financial Transactions

Become familiar with OHSU purchasing and procurement card policies and maintain current knowledge as policies evolve.
Manage procurement card acquisition, tracking, and reconciliation.
Reconcile procurement card transactions for faculty, staff, and trainees.
Independently manage full-cycle ordering of research supplies, office supplies, equipment, and services.
Serve as a resource regarding purchasing policies and procedures.
Request purchase orders and process complex procurement requests.
Resolve purchasing issues related to invoicing, receiving, and returns.
Process work orders, professional service agreements, standing orders, and other procurement activities.
Coordinate collection and submission of receipts and supporting documentation related to departmental purchases and travel expenses.
Monitor administrative transactions and identify issues requiring escalation or follow-up.

Travel Coordination and Executive Support

Become familiar with OHSU travel policies and maintain current knowledge as policies evolve.
Coordinate complex travel arrangements, itineraries, agendas, and supporting documentation for faculty, departmental leadership, and invited speakers.
Process travel reimbursements, direct billing requests, group travel arrangements, and related procurement card reconciliations.
Manage complex calendars and scheduling for departmental leadership and faculty committees.
Coordinate annual faculty review process.
Coordinate annual promotion and tenure process.
Coordinate meetings involving internal and external stakeholders.
Assist with department reviews and other faculty affairs processes.
Handle sensitive and confidential information with discretion and professionalism.
Draft and prepare correspondence, meeting materials, agendas, and other administrative documents.

Seminar, Event, and Communications Coordination

Coordinate, plan, and oversee departmental seminar series and visiting speaker programs.
Serve as primary liaison between the department and visiting speakers.
Coordinate travel, accommodations, honoraria, catering, audiovisual support, scheduling, and communications.
Plan and support department events, retreats, symposia, workshops, faculty recruitment visits, and social events.
Assist with development and distribution of departmental communications, announcements, newsletters, and promotionalmaterials.
Coordinate website updates and assist with management of departmental web and social media content.
Prepare meeting materials, agendas, and minutes as assigned.
Support special projects and strategic initiatives as assigned by departmental leadership.

Department Operations and Administrative Support

Serve as a point of contact for departmental administrative operations.
Provide front desk and customer service support.
Manage conference room scheduling and departmental calendars.
Coordinate facilities requests, repairs, maintenance issues, and surplus activities.
Process access requests, key requests, telecommunications requests, and computer access requests.
Distribute mail and packages and coordinate shipping activities.
Order and maintain office supplies.
Coordinate faculty meetings, including scheduling, agenda preparation, note-taking, and follow-up communication.
Support departmental safety activities and coordinate administrative aspects of laboratory and office compliance requirements.
Maintain departmental records, process documentation, desk manuals, and job aids.
Provide administrative support for new faculty onboarding and departmental operational initiatives.
Perform 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, and purchasing.
Background in education and faculty affairs.
Experience using Oracle for purchasing.

Additional Details

Monday Friday, 40 hours per week. May select own schedule provided core in-person attendance hours of 9am-5pm are covered.In-person attendance required.Exposure to basic science laboratories.

Benefits