Program Coordinator for Faculty Senate and Provost Office

Oregon Health & Science University•Portland, OR

20h•Hybrid

About The Position

The OHSU Office of the Provost provides strategic and operational oversight of all academic matters, programming, and other activities pertaining to the academic standards and mission of OHSU. The Office of the Provost is the headquarters to five campuses, three regional campuses and various clinical rotation sites around the State of Oregon. As the chief academic officer for the university, the Provost provides leadership for matters that affect academic programs and outreach involving faculty members, students, and staff members with a focus on student access and success. The Office of the Provost oversees the quality of programs through collaborative work with vice presidents, the executive vice provost, academic deans, vice provosts, and numerous other units across the university. Additionally, the Provost is responsible for overseeing academic and budgetary planning and priorities. The mission of the Faculty Senate is to represent faculty in proposing, evaluating and advising on actions or policies to create, maintain and protect an academic environment conducive to the full and free development of scholarly learning, teaching, research, patient care and community service. The Faculty Senate is a collective group of faculty representatives from across the university who come together to discuss, plan, advise, and, where appropriate, take action on any matter of general interest or concern to the faculty or pertaining to OHSU. Reporting to the Department Manager within the Office of the Provost, the Faculty Senate Program Coordinator is responsible for providing program, administrative, and project coordination to OHSU’s Faculty Senate. The employee is responsible for a variety of duties, including: close coordination with the Faculty Senate President and Faculty Senate executive committee on key programs and projects, facilitations of full Faculty Senate meetings (planning, preparation, room reservations, technology set up, etc.), distribution of agendas and minutes, and managing sensitive data and information pertaining to Faculty Senate matters. This also includes event and project management for awards ceremony, elections, retreats and socials. The Program Coordinator also oversees the Gender Equity in Academic Health & Medicine (GEAHM) committee, an arm of Faculty Senate, and is responsible for facilitating the annual GEAHM conference. The employee in this position must have excellent time management and customer service skills in meeting time-sensitive requests from Faculty Senate leadership. Confidentiality is the utmost importance as this position handles, hears, and/or interacts with highly confidential materials and comments. The incumbent must be detail-oriented, be able to multi-task in a fast-paced environment and demonstrate a professional demeanor at all times. The Program Coordinator works as part of an administrative team led by the Department Manager to ensure smooth day-to-day operations of the Office of the Provost with excellent customer service and integrity. This is a hybrid (in-person and remote) position. Please include cover letter with application.

Requirements

A Bachelor’s degree and two 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 Four 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. Contact Compensation for confirmation of eligibility.
Excellent communication skills.
Ability to handle sensitive and confidential information in a professional manner.
Demonstrated professionalism and integrity.
Ability to take initiative and ownership of responsibilities.
Excellent forecasting and problem-solving skills.
Excellent attention to detail; successful demonstration of experience working in detail-oriented capacity with proven record of accuracy.
Excellent organizational skills; ability to be self-directed and set own work priorities.
Ability to multi-task in a fast-paced environment.
Ability to be flexible regarding job assignments and support for other co-workers as needed.
Verifiable history of excellent attendance and reliability.
Ability to consistently meet deadlines
Excellent interpersonal skills, initiative and the ability to work with diverse groups; students, faculty, staff, IT group.
Successful demonstration of positive teamwork attitude.
Ability to work effectively as a team member.
Track record of managing multiple competing demands and/or working in a matrixed environment
Intermediate or Advanced skills in all Microsoft Office applications

Nice To Haves

Web support and content maintenance
Experience supporting leaders in an academic environment.
Experience coordinating complex, multi-faceted events and programs.

Responsibilities

Coordinate programmatic, project, events, and administrative functions for the Faculty Senate
Schedule in-person, hybrid and virtual meetings for the Faculty Senate and the Faculty Executive Committee meetings, including but not limited to: securing meeting space, coordinate guests to attend each meeting, update invites, send out timely communication, create agendas, taking minutes, etc.
Work with Faculty Senate president(s) and executive committee to arrange confidential meetings with OHSU executive leadership, including the President, Provost, Chief of Staff, CFO, CPO, General Counsel, etc.
Coordinate with EVP admins to schedule monthly meetings for Faculty Senate Presidents to meet with the Provost, Executive Vice Provost and Chief of Staff.
Schedule meetings for related committees and work groups including organizing and managing appropriate meeting and communication technology (e.g., Webex and Teams).
Manage information and the meeting calendar for the Senate President.
Key coordinator for Faculty Senate communication: coordinate and disseminate OHSU Now newsletters, correspondence, presentations, announcements, agendas, minutes, reports, and other documents, as needed.
Manage the content and design of the Faculty Senate websites, which include public-facing and internal OHSU sites.
Monitor and triage the [email protected] email box, as well as related Teams channels.
Handle sensitive and confidential information and prepare it for Faculty Senate leadership.
Utilize OHSU’s systems to collect data pertaining to Faculty Senate membership and prepare and organize it for Faculty Senate leadership. This information may be sensitive and confidential.
Coordinate Faculty Senate elections with the senate elections sub-committee, including working with academic units across OHSU to ensure appropriate levels of representation, per senate bylaws.
Coordinate GEAHM activities, with primary focus on annual GEAHM conference, including but not limited to:
Coordinate regular meetings with GEAHM chairs, report on budget status, activities
Facilitate full, monthly, GEAHM committee meetings (25+ faculty), with communication, agendas and meeting minutes. This includes keeping track of action items and assisting the co-chairs with follow-up or reminders as needed
Monitor and triage the [email protected] email box, as well as related Teams channels.
Handle sensitive, confidential information and prepare it for GEAHM leadership.
Under the direction of the GEAHM chairs, coordinate the GEAHM annual conference: Arrange venue and logistics Facilitate conference technology Manage conference registrations via appropriate technology (e.g., Smartsheets). Communicate and publicize the conference; field questions Track registrations Work with chairs to monitor budgets Work with finance team to track budgets across G/L and OHSU Foundation accounts
Event Management, in coordination with the committee co-chairs and presidents: plan, led and coordinate logistics for Faculty Senate Awards Ceremony, and quarterly Faculty Senate socials and retreats. This includes full event management, not limited to: space allocation requests, budget review, invites and RSVPs, catering, facilities requests, request AV Tech support, creation of awards and certificates, disbursements of monetary gifts working with the OHSU Foundation, and post-event tasks including the completion of all expenses.
Coordinate the annual Faculty senate elections; this includes high-profile and confidential communication within all the schools, institutes and centers.
As directed by the Department Manager, support Provost Office events and projects as needed.
As directed by the Department Manager, collaborate and work with the Office of the Provost administrative team to provide administrative support for various units. Tasks and projects include:
Provide scheduling and administrative support to Vice Provost for Academic Affairs Support key programs, such as WDLP. supporting Provost Office meetings in general processing invoices and purchases, including PCard allocations and other expense reports needs inbox management timekeeping mail distribution for the office; including packages, etc. onboarding staff and faculty
Under the direction of the Department Manager and in coordination with the admin team’s hybrid schedule, in-person office front desk coverage