Administrative Coordinator

Oregon Health & Science University•Portland, OR

1d•Hybrid

About The Position

With direct oversight from the Director of Education Programs and in collaboration with the Neurology Residency Program Director and fellowship program directors, the Program Coordinator serves as the primary coordinator for the Neuromuscular Medicine and Vascular Neurology Fellowship Programs and provides comprehensive administrative coordination for the Neurology Residency Program. This position manages day-to-day operational tasks for assigned programs and acts as a crucial liaison between residents, fellows, faculty, and program leadership. This position is integral to supporting ACGME accreditation compliance and program excellence under the direction of the Director of Education Programs. Please include a cover letter with your application and resume.

Requirements

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 one year of experience. Contact Compensation for confirmation of eligibility.
Experience interpreting and implementing policies
Advanced proficiency with Microsoft Office Suite (particularly Excel, Word, and PowerPoint)
Strong organizational skills with exceptional attention to detail
Ability to manage multiple deadlines and prioritize tasks effectively
Excellent written and verbal communication skills
Ability to interact professionally with residents, faculty, and stakeholders at all levels
Ability to work independently and as part of a team
Critical thinking and analytical skills for problem-solving
Ability to interpret and implement complex regulations
Demonstrated ability to handle confidential information with discretion
Capacity to work effectively in a fast-paced environment with periodic interruptions

Nice To Haves

Previous experience as a residency or fellowship program coordinator
Experience coordinating residency interview schedules and recruitment processes
Proficiency in ACGME's Accreditation Data System (ADS)
Experience with residency management systems (e.g., MedHub, New Innovations)
Experience with scheduling software (e.g., Amion)
Understanding of ACGME Common Program Requirements and specialty-specific requirements
Knowledge of Clinical Competency Committee (CCC) and Program Evaluation Committee (PEC) functions
Familiarity with NRMP and ERAS processes
C-TAGME certification (Certified Training Administrator for Graduate Medical Education)

Responsibilities

Neuromuscular Medicine Fellowship – primary coordinator
Annual recruitment process: application processing and screening, interview day coordination, website and promotional materials, evaluation and ranking procedures
New fellow onboarding: orientation schedule and calendaring
Accreditation compliance: ACGME documentation, annual program update support, site visit preparation
Didactic series coordination
Exam Proctoring
Semi-annual CCC support: schedule meetings, compile and distribute milestone and evaluation data for program director
Annual Program Evaluation support: pull evaluation reports and compile data for program director review
MedHub rotation schedules, schedule verifications, and absence tracking
MedHub evaluation form builds: implement updated evaluation forms in MedHub annually per program director review; manage all active evaluations
Vascular Neurology Fellowship – primary coordinator
Annual recruitment process: application processing and screening, applicant host and liaison, interview day coordination, website and promotional materials, evaluation and ranking procedures
New fellow onboarding: orientation schedule, rotation schedules, and calendaring
Accreditation compliance: ACGME documentation, annual program update support, site visit preparation
Semi-annual CCC support: schedule meetings, compile and distribute milestone and evaluation data for program director
Annual Program Evaluation support: pull evaluation reports and compile data for program director review
MedHub rotation schedules, schedule verifications, and absence tracking
MedHub evaluation form builds: implement updated evaluation forms in MedHub annually per program director review; manage all active evaluations
Residency Program – Operations Support
Residency didactic series: coordinate and schedule Thursday noon conference, Monday noon conference series, Friday noon conference series
MedHub evaluation management: system setup, evaluation dissemination, completion tracking, compliance reminders
MedHub evaluation form builds: implement updated evaluation forms in MedHub annually per program director review; manage all active evaluations
Residency curriculum maintenance: maintain educational resources and support curriculum implementation
Resident handbook: develop and maintain, coordinate annual updates
Boot Camp coordination: annual 2-week orientation program for incoming PGY-2 residents including lectures, workshops, and simulation
Exam proctoring and coordination: RITE exam scheduling, registration, proctoring, and records
Conference attendance tracking: implement and maintain system per GMEC requirements
IT requests: submit and track technology requests for education programs
Alphagraphics Lead – business cards; graduation certificates if needed outside of GME spreadsheet
Away rotations (Neurohospitalist, Other)
Education Chief Support: Didactic support for education chiefs: scheduling, logistics, and materials coordination; Education chief handbook: maintain and coordinate annual updates
Program Administration
Program Letters of Agreement (PLAs): develop and maintain PLAs for all programs across all participating sites
Graduation: full event coordination including certificate orders, logistics, and vendor management
Research Day coordination and support to Research Associate Program Director
Visiting Observer Program