Administrative Coordinator

Department Overview:

The office of Graduate Medical Education coordinates house staff appointments and assignments. The office also assists in assuring excellence in the training programs and in serving prospective, current and past residents and fellows.

The purpose of this job is to provide administrative coordination for GME accreditation team. The GME Accreditation Administrative Coordinator reports to the Director of GME Accreditation and serves as a resource and point of contact for OHSU’s 102 ACGME accredited programs and their program directors, coordinators and house officers.

Tasks include both coordination and administration assignments:

Coordination: Dissemination of policies and information to OHSU program directors, coordinators, house officers and staff; development of technical policies or procedures, systems and forms necessary to complete work; plans, prepares, and presents training for OHSU staff, customers, or the public to provide information

about OHSU services or explains policies and processes; coordinates the editing, proofing, printing and distribution of newsletters, brochures, manuals, and reports; coordination of the final evaluations process for

trainees ending their programs; coordination of the GMEC Diversity and Inclusion Subcommittee (DISC)

including support of DISC projects and initiatives.

Administrative Assignments: Explains policies and procedures for accreditation processes to program directors, coordinators, faculty, house officers and staff; processes documents and applications submitted in

alignment with accreditation and Graduate Medical Education Committee (GMEC) functions such as new

program director applications, requests for new sites, moonlighting requests, etc.

Due to the nature of GME, this position must be staffed by someone who is adaptable to change, is willing to

learn new things, is extremely detail oriented and can multi-task in a busy environment.

Function/Duties of Position:

• Provide administrative coordination to the GME accreditation team in support of accreditation processes for our ACGME program directors and coordinators. This includes scheduling meetings, taking minutes at meetings, assisting in annual reporting and oversight needs in service of maintaining institutional and programmatic accreditation with the ACGME. Includes monitoring required accreditation processes and document submission for 102 ACGME accredited programs.
• Provide administrative support to the GMEC Diversity and Inclusion Subcommittee. Working with the chair and vice chair of the committee, assemble agendas, take minutes at meetings, provide administrative support at the monthly meetings.
• Coordinate the timely completion and logging of the ACGME required final evaluations. This includes advising programs on the process and time-line and ensuring that required language is present. Also requires that dates and competency language is accurate and in agreement with other GME data sources.
• Ensure that the moonlighting process for residents and fellows are carried out in alignment with the ACGME Moonlighting Oversight Committee, GME moonlighting policy and GME moonlighting process. This includes reviewing and approving requests from individual residents and ensuring that all other required approvals and components are in place. Support the work of the ACGME Moonlighting Oversight Committee, including researching block diagrams and other submissions prior to the meeting.
• Serve as a back up to the GME Float PC Program Technician when the number of programs requiring support exceeds current Float staff. Back up tasks include assisting programs with schedules (Amion, MedHub, Qgenda, others if needed), supporting Clinical Competency Committee meetings, Program Evaluation Committee meetings, and other tasks as assigned.
• Assist in the accreditation functions related to Program Letters of Agreement, including tracking expiration dates, ensuring programs have PLAs for all applicable experiences, and that PLAs are aligned with ACGME requirements and best practices. This will require close collaboration with the Operations Administrative Coordinator responsible for the contracts portion of PLAs and the Assistant Director of Accreditation for PLAs related to electives and selectives.

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.
• Note: Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience.

• Written and oral communication and interpersonal skills
• Excellent grammar, punctuation and spelling skills
• Attention to detail, conscientious and exceptional organizational skills
• Microsoft Office suite;
• Ability to multitask and prioritize task
• Ability to maintain the highest level of confidentiality and exercise discretion at all times;
• Work independently and function as a team player.
• Able to receive and provide feedback in a constructive manner.
• Must be able to perform the essential functions of the position with or without accommodation.

Preferred Qualifications:

• Previous experience coordinating administrative processes
• Experience with disseminating policies and procedural information
• Experience working in higher education or medical education
• Familiarity with Smartsheet, MedHub, Qualtrics, and ACGME ADS
• Notary Public

Additional Details:

Hybrid: mostly work from home, with at least one day in office on Marquam Hill

Ability to work typical office hours, 8:00am - 4:30 Pacific (can be negotiated slightly based on mutual agreement).

• Comprehensive health care plans. Covered 100% for full-time employees and 88% for dependents.
• $25K of term life insurance provided at no cost to the employee
• Two separate above market pension plans to choose from
• Vacation- up to 200 hours per year depending on length of service, prorated for part-time
• Sick Leave- 96 hours per year, prorated for part-time
• 8 paid holidays per year
• Substantial Tri-met and C-Tran discounts
• Tuition Reimbursement
• Innovative Employee Assistance Program (EAP)

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.