Department Overview

The Office Coordinator is a new position within the Office of the Provost that is responsible for providing administrative, project coordination support for the Academic Affairs unit. Reporting to the Associate Vice Provost for Academic Affairs, Office Coordinator responsibilities include but are not limited to: assisting Academic Affairs in the development, oversight and maintenance of university level and school level policies; supporting the non-academic HR management of Graduate Researchers United (GRU) members; supporting implementation and management of the GRU Collective Bargaining Agreement; maintaining and SHOI applicant tracking system; assistance with the development and maintenance of supporting materials for the curriculum modifications process; support the Office of the Provost with project coordination of projects and events; and general administrative support.

Function/Duties of Position

Academic Policy

• Actively research the national academic policy landscape to better inform the Office of the Provost about imminent changes, shifts in interpretation and to ensure OHSU academic policy remains in line with nationally accepted standards. Assists the Associate Vice Provost for Academic Affairs with conducting the necessary research and analysis to write white papers and/or other descriptions of their findings. Ensure that all academic policies are current and supports the development of new policies to ensure compliance with accreditation, state, federal and institutional requirements. Assists with audits to ensure compliance with University-level academic policies. Supports the Associate Vice Provost for Academic Affairs with the review of Schools and/or Units level policies to ensure that their policies comply with University level academic policy.
• Staff the Committee on Academic Policy (CAP) and associated working groups with appropriate support and documentation. Including but not limited to preparing meeting materials, producing meeting summaries, disseminating information to CAP members, preparing policies for public comment, maintaining the policy website, and monitoring the academic policy email account.

Graduate Researcher Administration and Support:

• Supports the implementation of the GRU collective bargaining agreement, and provides project management by establishing timelines, work plans, and tracking needs assessments. Organizes meetings and project-based work, including technical team meetings, and GR committee meetings. This position also supports the Research Training Conditions Committee. Assists the Associate Vice Provost for Academic Affairs and Graduate Researcher (GR) Program Administrator to oversee the non-academic HR management of Graduate Researchers, including but not limited to timekeeping, managing the GR Admin email account, management of regular HR reports, communications, and general backup support.

Scholars for a Healthy Oregon

• Provides support to the Scholars for a Healthy Oregon Selection Committee by maintaining applicant tracking system, data entry and reporting. Assists with award letters, applicant communications, information requests, and maintaining promotional materials.

Curriculum Modifications and Program Changes

• Assists the Associate Vice Provost for Academic Affairs and Education Specialist with record keeping, the maintenance of curriculum modifications and program change handbooks and related request forms. Assists with information requests and communicating with schools and programs.

Required Qualifications

Education:

• 4 years of related experience; OR Related Associate's degree and 2 years of related experience; OR
• Bachelor's degree and 2 years of related experience; OR
• An equivalent combination of training and experience

Experience:

• At least four years, related experience as an executive assistant, administrative analyst, researcher or administrative officer which included administrative duties, provision of technical assistance, or operations review.
• Experience must include administration or oversight of an on-going project or program.
• Experience having access to and appropriately handling confidential and sensitive information.

Job Related Knowledge and Skills:

• Advanced skill with MS Office Suite including Word, Excel, PowerPoint, and Outlook, virtual meeting platforms and web-based productivity tools.
• Excellent organizational skills, attention to detail, judgment and discretion. Adept at meeting deadlines, multi-tasking, establishing priorities and communicating and/or documenting changes.
• Effective communication skills. Professional and attentive customer service skills, by phone, email and in person, including the ability to work with people of diverse backgrounds.
• Ability to create, update and communicate project and/or process documentation.
• Ability to work effectively both independently and as part of a team.
• Ability to maintain strict confidentiality with sensitive and/or proprietary information.
• Must be able to perform the essential functions of the position with or without accommodation.

Preferred Qualifications

Education:

• A Bachelor's degree in related field and/or equivalent experience or training.
• Certification in Project Management or equivalent experience

Experience:

• Prefer prior experience in educational environment or complex organizations.

Job Related Knowledge and Skills:

• Event management experience Kronos Timekeeping
• Oracle Database reporting
• Intermediate web development knowledge
• Gathering data and conducting analyses in support of unit priorities
• Ability to work effectively in fast paced and complex work environment

All are welcome