Administrative Coordinator

Department Overview:

This position provides administrative, technological, and budgetary support for the grant titled Recruitment and Retention of Nurse Educators to Advance Nursing Capacity and Health Equity. This grant seeks to: 1) Recruit and retain registered nurses from disadvantaged backgrounds, including underrepresented ethnic and racial minority populations and from rural and frontier settings in Oregon to become nurse educators to advance nursing education capacity; and, 2) Evaluate the impact support for educational certification as a retention strategy for nurse educators in Oregon. It expands career pathways for registered nurses and takes an upstream approach to resolving the nursing shortage through resolving the nursing faculty shortage. This person interacts with internal and external grant team partners and program participants to meet the project plan and objectives.

Function/Duties of Position:

Collaborates with the grant team and partners to develop and implement activities to meet project objectives. 

• Organizes and participates in informational sessions with grant partners and potential participants.  
• Participates in selection process of participants
• Participates in the implementation of the project plan to support participants in the program.
• Organizes scholarship and stipend programs for participants.

Coordinates and schedules grant team meetings.

• Plans and coordinates meetings with grant team members, stakeholders, and students as needed.
• Books meeting space as needed, verifies availability.
• Drafts agendas for meetings and distributes for review in advance of meeting.
• Attends all meetings to serve as the expert on administrative functions for the team, such as allocation of resources, purchasing supplies, etc.
• Takes detailed minutes of all grant-related meetings and other meetings as requested.
• From meeting agendas, develops to-do lists and procedures for team as needed. 

Provides technological and budgetary support for grant activities. 

• Assists team members with using databases and other technology systems.
• In coordination with School of Nursing (SON) Information Technology (IT), develops and keeps project website up to date.
• Creates and maintains project database.
• Tracks purchases and manages grant purchasing card. 
• Maintains project records and files.
• Coordinates with post award grant specialist to ensure budget accuracy.
• Makes travel arrangements for team members. 

Assists with grant reporting and dissemination of grant outcomes. 

• Produces written reports for internal and external stakeholders.
• Works with key staff at OHSU SON to ensure all needed data for reporting is accurate and up to date.
• May work with grant team and post award administrator in writing reports.
• Designs dashboards, posters, presentations, and documents as needed.
• Disseminates information and coordinates communications with grant team and partners.
• Maintains relationships, communicates, and coordinates with all key stakeholders in the school, university, and clinical partners.

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.

• Good communication skills, including written, verbal, and electronic.

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

Preferred Qualifications:

• Graduate education and/or experience in human services/resources or student affairs.
• Experience in working with college/university students.
• Experience and/or interest in the health professions.
• Experience in project management

Additional Details:

This position is a remote position and may require occasional travel throughout the state of Oregon.

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.