Description

Administrative Coordinator

US-OR-Portland

Requisition ID: 2026-37788
Position Category: Administrative/Office Support
Job Type: AFSCME union represented
Position Type: Regular Full-Time
Posting Department: Otolaryngology/Oregon Hearing Research Center
Posting Salary Range: $28.25 - $38.19 per hour with offer based on experience, education and internal equity
Posting FTE: 1.00
Posting Schedule: Monday - Friday
Posting Hours: 8:00am - 4:30pm
HR Mission: School of Medicine
Drug Testable: No

Department Overview

This position assists the faculty and staff of the Oregon Hearing Research Center with administrative duties and coordinates financial duties in support of the research projects being conducted there. This position works with the Center's Financial Analyst and Program Administrator to prepare financial reports, including disbursements, travel reimbursements and journal entry adjustments, performs general office duties in support of the Program Administrator and center faculty and staff and assists in grant preparation and submission.

Function/Duties of Position

• Coordinates and works independently on following financial responsibilities:
  
  • Collects, records, and analyzes financial data regarding OHRC foundation funds
  • Tracks and clears all encumbrances and unallowable expenses.
  • Prepares disbursements and travel reimbursements.
  • Prepares journal entry adjustments.
  • P-card reconcilations.
  • Coordination of VA RISA contract payment.
• General office secretarial duties; assisting Program Administrator and other center faculty & staff
• Coordinates administrative needs for OHRC labs on 9th floor of MRB. 
• Assist Program Administrator with grant coordination and submission.
  
  • Assist basic science faculty in preparation and submission of funding proposals in adherence to granting agency guidelines.  Work with OHSU Office of Proposal and Award Management and Technology Transfer & Business to interpret Federal/State guidelines and requirements. 
  • Prepare and submit grants/contract proposals to a variety of agencies (NIH, MRF, DRF, or others), or partner institutions for subawards/subcontracts.
  • Work with principal investigators to develop and prepare budgets & budget justification for submissions, as well as on other required grant application forms (PPQ, budget justification) including IRB (Institutional Review Board) and IACUC interfaces.
  • Prepare and edit all necessary forms that include formatting, editing, and assembling written proposals. Assist faculty with electronic submission of all grants using the required software applications/tool, such as InfoEd.
  • Review applications for accuracy and ensure timely submission. 
  • Maintain meticulous records of all draft and final documents submitted for the Oregon Hearing Research Center including, final copies of all PPQs, budgets, budget justifications, scope of works, and all other gran application materials.   
• Educates labs in Center about cost saving programs from vendors and assists in securing best value on items; coordinates multiple annual maintenance contracts and POs for purchasing them.
• Acts as Center Space Coordinator along with Program Administrator
• Responsible for processing and tracking new and renewal visa applications for foreign students, employees and visitors, includes corresponding with prospective foreign employees; preparing Journal Entries and check requests for fees associated with visa application.
• Creates Oracle requisitions and does related Oracle responsibilities (accounts payable inquiries)
• Responsible for reconciling fixed assets inventory, attaching inventory tags, bi-monthly submission of department surplus pickup requests and biennial capital equipment inventory.
• Monthly Confocal Billing using IBS System.
• Coordinates center events.
• Coordinates travel and lodging arrangements, national and int'l, for faculty, staff, and visitors.
• Assists with grant effort reporting.
• Backup Network Contact.
• Backup for Telephone support.
• Other duties as assigned.

Required Qualifications

• High School Diploma
• 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.
• Ability to prioritize multiple tasks at one time;
• ability to keep on top of long-term projects as well as working under deadline pressure;
• good written and verbal communication skills, strong English language proofreading/editing skills and familiarity with medical terminology (helpful);
• intermediate word processor and spreadsheet competency with typing speed at least 40WPM;
• proficient in Windows applications (e.g. MS Excel, Outlook, Access, Word and PowerPoint);
• Demonstrable record of reliable attendance, punctuality, and proven successful performance at past and present employers;
• Able to perform the essential functions of the position with or without accommodation

Preferred Qualifications

• B.A. or B.S.
• OHSU ORACLE training
• Knowledge of grant preparation and administration with experience in an academic medical center in the areas of both clinical and basic science

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.

PI281909459