Administrative Coordinator

Department Overview

OHSU is Oregon’s only public academic health center. We are a system of hospitals and clinics across Oregon and southwest Washington. We are an institution of higher learning, with schools of medicine, nursing, pharmacy, dentistry and public health – and with a network of campuses and partners throughout Oregon. We are a national research hub, with thousands of scientists developing lifesaving therapies and deeper understanding. We are a statewide economic engine and Portland’s largest employer. And as a public organization, we provide services for the most vulnerable Oregonians, and outreach to improve health in communities across the state.

Across our missions of healing, teaching and discovery, we unite some of the world’s brightest minds in a singular vision: to rethink everything. We are creators of precision cancer medicine. We are innovators of an education model that lets each student forge a unique path. We turn discoveries into lifesaving care.

We are also a community — one of different colors, genders, orientations, cultures and interests. Each of us chose Oregon’s lush forests and sapphire rivers. Each of us chose OHSU’s relentless pursuit of new ideas. Together we are working toward a cause bigger than any of us: to bring health and hope to all.

Function/Duties of Position

Assessment/Exam Coordination And Administration:

Responsible for providing administrative coordination for the Assessments unit within the UME Program, at the direction of the Program Manager, UME Assessments, Associate Dean, UME, and Director, UME.

Coordinates self-assessment intersessions in the Clinical Experiences phase of the curriculum. This includes updating the relevant Sakai course management sites, messaging intersession expectations to students, handling of post registration updates to student schedules in Banner, distributing of NBME tokens, and end of term dissemination of student grades for self-assessment intersessions.

Assists with administration of exams within the Foundations of Medicine (FoM) phase of the curriculum to include troubleshooting, checking in students and proctoring, creating remediation exam codes/prepping exam folders; booking, coordinating and opening exam rooms; as well as coordinating and completing other assessment-related tasks. Back-up to the Program Manager, UME Assessments in the block post-exam assessments in entering grades in the REDEI tracking system and helping to ensure accuracy in all assessment data/results released to students. Draft Assessment Council cycle reports for UME program.

Student Access And Accommodation Compliance:

The position provides special assistance and back-up in ensuring that all students with ADA accommodations are adequately scheduled for their assessments in accordance with student access. Assists Program Manager, UME Assessments with the preparation of materials for Medical Student Performance Evaluation (MSPE) and subsequent MSPE supplement, as needed.

Analysis/Forecasting/Other Duties:

The position supports the analyses of statistical and psychometric data for review by UME leadership. In addition, responsibilities include coordinate assessment resources for learners and works closely with various technical and learner centered organizations and tools offered through NBME, ExamSoft, Sakai, OHSU Registrar’s Office Banner system and all assessment platforms deemed necessary to coordinate responsibility of the UME Assessments unit.

Responsible for responding to email inquiries submitted to the UME Assessments in-box.

Provides coordination and support for other duties as they relate to assessments within the UME Program. This includes special projects and collaboration with the Associate Dean, UME, Director, UME, Program Manager, UME Assessments, and Administrative Manager, UME Teaching Services.

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.
• Additional certifications may be required based on the specific department the position resides in, as indicated by the position description.
  
  

Note: Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience. Contact Compensation for confirmation of eligibility.

Job Related Knowledge, Skills And Abilities (Competencies):

• Excellent attention to detail; successful demonstration of experience working in detail-oriented capacity with proven record of accuracy.
• Excellent organizational skills with demonstrated ability to be self-directed, setting own work priorities, meeting deadlines and taking initiative.
• Excellent forecasting and problem-solving skills.
• Demonstrated successful work experience with intermediate proficiency in Microsoft Office 365 (One Drive, Outlook, Word, PowerPoint, Excel), and Adobe Acrobat Pro.
• Ability to remain calm and patient in the face of competing demands.
• Ability to diplomatically handle sensitive and confidential subject matter.
• Demonstrated professionalism and integrity.
  
  

Preferred Qualifications

Experience:

• Experience working in an undergraduate medical education system.
• Experience working within a medical education’s assessment team.
  
  

Job Related Knowledge, Skills And Abilities (Competencies):

• Experience working within Banner and other student information systems
• Experience working within systems designed for administration, assessment and management of courses and exam taking, such as ExamSoft and Sakai, and NBME exam administration
  
  

Additional Details

• Work is hybrid - primarily remote Monday-Friday except during FoM exam weeks, which are on campus and require being in-person.
• When on Campus will be located at the Waterfront RLSB
• Work hours predominately 8:00 am – 4:30 pm, with some flexibility as workload and deadlines permit.
• Ability to multi-task in fast-paced work environment.
  
  

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.