Administrative Coordinator [United States]

 

Department Overview:

The Friends of the University Program provides supportive care and advocacy for patients and families of the program which includes individuals of special constituent relations, and who carry a significant and often high-profile relationship with OHSU. This position is a member of a multidisciplinary team providing the highest level of service excellence and administrative support to patients and families in the program.

Function/Duties of Position:

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Administrative Assignments and Coordination:

• Assists with development of policies/procedures, systems and forms necessary to complete work as assigned; disseminates information as assigned
• Plans and coordinates high level meetings, seminars and conferences
• Coordinates and implements administrative process
• Analyzes data and uses judgment in making independent decisions regarding the coordination of the program; prioritizes program wide responsibilities; performs assigned lead work duties.
• Provides high level administrative coordination, which will include problem solving, brainstorming, utilization of internal and external resources, project formulation, proposal creation, productivity, program data, and data systems
• Researches, compares and prioritizes department needs in selection of new data management system for maintaining productivity, service encounter and relationship information for FOU department members. Must be proficient in use of multi-level data base systems, and provide expertise in problem-solving and system trouble-shooting. Create reports and data analysis as requested.
• Facilitates and coordinates meetings and appointments related to FOU projects, tasks, and patient needs. Examples include meetings with patients/families/SO, project stakeholders, scheduling visits for patients and/or follow-up appointments, and escorting / wayfinding as needed.
• Collects data, prepares reports and compiles information related to program, measuring performance to be used by others to make decisions related to the program; often dealing with material that is of a sensitive and confidential nature.
• Inventory records of supplies, equipment and materials and order supplies for office utilizing computerized purchasing.
• Provides excellent data management collaboration to OHSU Foundation re: FOU encounter data using Excel via the Raiser’s Edge (RE7) data system. Will be point of contact and liaison for OHSU Foundation to receive service requests for FOUs, Non-FOUs or for friends of FOUs., and act as liaison to receive routine project/service requests for FOUs, Non-FOUs or for friends of FOUs, and for all OHSUF staff requesting 2nd and 3rd tier service for donor population.
• Maintains FOU department Outlook calendar for all clinical staff, FOU list in Epic, FOU appointment management, manages event planning, requisitions/reconciliations, greeting visitors, mail sorting and distribution, filing, repair/maintenance requests, coordinates department travel arrangements and reimbursement for executives & staff, etc.
• Inputs and manages ITG, facilities, CARS requests
• Demonstrates proficiency in Epic EMR and Care Everywhere
• Participates in staff and committee meetings as directed, recording proceedings as appropriate.
• Manages spreadsheets for special projects.
• Assists with the coordination of projects, onboarding of staff, organizes the department website to keep it up to date and operating so that staff can find needed information quickly and easily.
• Tracks foundation funds and grants.
• Other duties as assigned.

Customer Service:

• Engages in high quality, excellent customer service skills in all interactions with staff, patients, and community members, via email, telephone, and face-to-face communications. Coordinates all FOU related project details promptly and courteously. Provides high level task/project communication with patients/families/health care team members, administrators, etc., in a timely manner, with a keen focus on service excellence, patient confidentiality, and in adherence to the OHSU Code of Conduct.
• Answers incoming calls and addresses patient questions; completing themselves or delegating completion to appropriate role
• Demonstrates strong customer service skills in all interactions with both external customers (patients, families, referring providers and insurance carriers) and internal customers (OHSU health care providers and staff), including both telephone and face-to-face situations. Handles complaints and problems promptly and courteously.
• Communicates with patients/families, other health care team members, in a time efficient and courteous manner. Demonstrates active listening skills and supportive, professional behavior at all times, to patients, families and staff.

Required Qualifications:

Education:

• 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.

Experience:

• Previous experience working in a clinical office setting.
• Previous experience handling sensitive, confidential information.
• Proven experience providing excellent customer service both to internal and external Customers.
• Previous experience working with insurance companies.
• Experience working with Electronic Medical Records

Job Related Knowledge, Skills and Abilities (Competencies):

• Demonstrated expertise with computer multi-level data systems and various office software.
• Proficiency with processing patient service requests, specialty and department referrals, authorizations, and working knowledge of medical insurance systems.
• Familiarity with managed care functions.
• Proficiency with understanding of medical terminology.
• Demonstrable record of reliable attendance, punctuality and proven successful performance at past and present employers.
• Ability to complete multiple tasks simultaneously.
• Ability to work in a fast-paced environment.

Preferred Qualifications:

• Experience as an executive assistant or general office experience including administrative duties, provision of technical assistance, or operations review.
• Bachelor’s degree in Business Administration, Management, Public Administration or a closely related field.

Additional Details:

Telework and in-person schedule will be determined by manager.

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 aaeo@ohsu.edu.

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