Infusion Administrative Coordinator (Administrative Coordinator)

Oregon Health & Science University•Portland, OR

20h

About The Position

The Infusion Administrative Coordinator provides administrative and operational support to the Ambulatory Oncology Infusion Treatment Unit and its nursing management team, including the Infusion Nurse Manager, Assistant Infusion Nurse Manager, and Early Phase Clinical Trials Nurse Manager. The role manages calendars and meetings, handles HR transactions and timekeeping, prepares and edits reports, organizes policies and forms for accreditation checks, triages calls and messages, orders supplies, and supports managers with day-to-day needs. The coordinator also provides clerical, reception, communications, data-entry, problem-solving, and performance-improvement support. The Knight Cancer Clinics and Infusion Unit provide family-oriented medical care in a practice staffed by OHSU faculty, fellows, residents, and registered nurses. Patient care is provided five days per week to adolescents, adults, and geriatric patients. The coordinator maintains unit dashboards and centralized workspaces; coordinates scheduling, meetings, and operational communications; supports quality and performance-improvement activities; prepares reports and administrative paperwork; coordinates purchases, invoices, travel, and personnel processes; and compiles and analyzes HR, financial, and EPIC data. The position also supports patient programming logistics, staff onboarding, department communications and website maintenance, and tracking foundation funds and grants. The role requires professional, ethical, courteous service to patients, families, providers, and staff, as well as participation in training, competency assessment, and ongoing professional development.

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 depending on the department, as indicated by the position description.
Successful completion of a formal OHSU Administrative Internship Program may substitute for one year of experience; contact Compensation to confirm eligibility.
Ability to provide professional, ethical, effective, and courteous service to patients, families, providers, insurance carriers, and staff.
Ability to participate in ongoing professional development and competency assessment and to communicate additional training needs to the direct supervisor.
Ability to comply with the Code of Conduct and applicable OHSU and department policies, procedures, rules, and regulations.
Ability to meet the physical requirements of stooping, crouching, reaching, listening, sitting, keyboarding, and lifting up to 50 pounds.

Nice To Haves

High school diploma or advanced degree preferred.
Experience working in a clinical setting.
Proficient-level skills in Microsoft Office applications, including Outlook, Excel, PowerPoint, and Word, as well as Cognos, WebI, and EPIC.
Computer keyboarding skills, including typing 30–45 words per minute.
Knowledge of medical and oncology terminology and health insurance concepts.
Strong relationship-building skills with patients, health plans, providers, staff, and management.
Exceptional in-person and telephone customer-service skills.
Exceptional interpersonal skills, including the ability to resolve conflicts and solve problems between parties.
Patient advocacy skills, including evaluating patient concerns for timely resolution and sensitivity to patient needs.
Familiarity with Oregon managed-care health plans and requirements for processing authorizations.
Ability to maintain core competencies and apply them continuously throughout employment.
Excellent organization, tracking, and follow-through, including prioritizing and coordinating multiple projects simultaneously.
Ability to anticipate needs and problems, prioritize tasks, and manage changing priorities.
Ability to meet deadlines and respond to urgent patient and system needs.
Ability to work independently.
Willingness to serve as a positive and professional role model.

Responsibilities

Document and maintain unit acuity, daily management, and wait-time dashboards.
Round with unit staff to identify process or workflow needs and participate in improvement projects.
Triage unit calls, messages, and patient questions; resolve them or delegate them to the appropriate role.
Submit and manage ITG, CTS, facilities, EPIC, and CARS requests.
Maintain centralized team workspaces, including Teams, Bridge, schedules, and tracking lists.
Manage complex scheduling priorities and coordinate the day-to-day activities of the Infusion Unit and its management team.
Arrange group and individual meetings with hospital and university officials, health care providers, physicians, nurses, consultants, and others.
Coordinate communications about operational changes for employees, vendors, and other stakeholders.
Participate in performance-improvement activities, check required documentation, follow up with responsible parties, and collect and document quality data as directed.
Open, sort, and distribute unit mail; maintain logs and files; and perform photocopying, faxing, laminating, and posting.
Prepare and type reports, proposals, and other materials, including sensitive and confidential documents.
Create purchase orders, receive invoices, and manage purchases and reconciliations for the Infusion Unit and Knight Cancer Clinics.
Prepare and process paperwork for travel and conference arrangements, personnel changes, contracts, disbursements, supplies, and services.
Transcribe confidential, technical, or legal dictation and notes from meetings and conferences; attend meetings and record proceedings as appropriate.
Support hiring by submitting ePARs, scheduling interviews, and processing hiring paperwork; process personnel actions and new-hire paperwork.
Perform timekeeping duties.
Generate monthly financial and productivity reports and compile HR, financial, and EPIC data reports.
Analyze available data and assist management with statistical information about programs and operations.
Provide courteous customer service to patients, families, referring providers, insurance carriers, and OHSU staff; address complaints and problems promptly.
Support logistics for patient programming for Social Work and communicate efficiently and courteously with patients, families, and care-team members.
Participate in professional development, competency assessments, training, staff meetings, orientation of new staff, and cross-training.
Follow the Code of Conduct and applicable OHSU and department policies, procedures, rules, and regulations; report potential compliance problems through established processes.
Assist with project coordination and staff onboarding, coordinate newsletter implementation, and keep the department website current and useful.
Track foundation funds and grants.
Perform other duties as assigned.