Administrative Coordinator

Department Overview

The purpose of this position is to provide advanced administrative coordination and technical expertise in support of the Department of Otolaryngology. The Administrative Coordinator is responsible for performing and overseeing a broad range of administrative functions, with a primary focus on supporting the department’s educational programs, including ACGME-accredited fellowship programs and the medical student clerkship program.

This position coordinates all aspects of the clerkship and fellowship programs and serves as a key point of contact for faculty, staff, fellows, residents, medical students, visiting learners, and external partners. The Administrative Coordinator ensures compliance with accreditation requirements, facilitates the effective operation of educational activities, and directly supports the department’s educational mission through proactive program management and stakeholder engagement.

Function/Duties of Position

1. ACGME Fellowship Program Coordination:

• Coordinate and administer the fellowship application review process, ensuring timely communication and adherence to established timelines and procedures.
• Manage all aspects of the fellowship interview process, including scheduling, logistics, candidate communications, and facilitation of post-interview ranking discussions.
• Ensure compliance with ACGME accreditation requirements and maintain accurate documentation and reporting for departmental fellowship programs.
• Coordinate fellowship onboarding, credentialing, and orientation activities to support a seamless transition for incoming fellows.
• Serve as a primary resource and point of contact for prospective, current, and former fellows, providing guidance, support, and program-related information throughout the fellowship lifecycle.
• Collaborate with faculty, institutional offices, and administrative stakeholders to support the effective operation and continuous improvement of fellowship programs.
• Monitor program requirements, deadlines, and accreditation standards to ensure ongoing program quality and regulatory compliance.

2. Medical Student Coordination:

• Serve as the primary point of contact for internal and external learners, providing guidance and support throughout their educational experience within the department.
• Coordinate and process all visitor and volunteer requests, ensuring compliance with institutional policies and onboarding requirements.
• Manage and maintain medical student rotation schedules, ensuring effective coordination with faculty, staff, and learners.
• Collaborate closely with OHSU Undergraduate Medical Education (UME) to represent the Department of Otolaryngology, facilitate elective rotations, and support the activities of the OHSU ENT Interest Group.
• Coordinate all aspects of the Sub-Internship (Sub-I) Program, including application processing, applicant communications, scheduling, onboarding, and rotation planning.
• Partner with department faculty to collect, manage, and provide timely feedback and evaluations for medical students.
• Ensure compliance with institutional, educational, and accreditation standards related to clerkship and learner programs.
• Monitor program requirements and maintain accurate records, documentation, and reporting to support continuous program quality and regulatory compliance.

3. Educational Event Coordination:

• Coordinate and support the planning, implementation, and evaluation of departmental educational courses and laboratory training programs, including the Resident Airway Course, Resident Temporal Bone Course, Sinus Dissection Course, and other hands-on learning activities.
• Manage event logistics, scheduling, registration, faculty coordination, vendor relations, educational materials, and on-site operations to ensure successful program delivery.
• Collaborate with faculty and institutional partners to promote high-quality educational experiences that advance the department's educational and training objectives.

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 skills with Microsoft Office (Word, Excel, Outlook, Powerpoint).

• Ability to maintain the highest level of confidentiality and exercise discretion at all times

• Strong relationship building skills.

• Exceptional customer service skills - both in-person and on the telephone.

• Exceptional interpersonal skills-able to resolve conflicts and problem solve between parties.

• Demonstrates active listening skills and supportive, professional behavior.

• Demonstrated evidence of strong written and verbal communication skills.

• Ability to manage multiple priorities, prioritize workload, meet deadlines and meet urgent patient, physician and system needs.

• Ability to work accurately and without constant supervision.

• Demonstrable record of reliable attendance, punctuality and proven successful performance at past and present employers

• Ability to perform the job duties with or without accommodation.

Preferred Qualifications

• Previous experience coordinating travel arrangements and interviews.

• Previous event coordination experience.

• Familiarity with academic educational programs.

• Previous experience providing administrative support to a large number of managers, faculty, and/or staff.

• Previous experience working in an academic clinic setting with high clinic volume and multi-line phones.

• EPIC scheduling and template management experience preferred.

Additional Details

Monday - Friday, 8:30am – 5:00pm, flexible; hybrid work schedule. Mainly remote, occasional in office support required, occasional weekend and evening hours required for event support.

Why apply to OHSU?

We are Oregon's only public academic health center. In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington. All are welcome. OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply. To request reasonable accommodation, contact [email protected]