Career Center

Department Overview

OHSU has begun a journey of transformation. We are committed to evolve our culture, policies and practices into a truly anti-racist and multi-cultural organization. The Learning and Development team plays a key role in affecting this change by preparing the workforce to contribute to a culture of belonging, dismantle systemic racism, promote equity, and rebuild and work within just systems that create lasting impact for OHSU and beyond. We expect that all team members will show commitment to diversity and inclusion advancement by:

• Understanding and modeling cultural competence and skill communicating with stakeholders from diverse backgrounds.
• Having the ability to work with and support learners who may have disabilities.
• Partnering with DEI practitioners across OHSU (Center for Diversity and Inclusion, AAEO, Student Disability Resource Center, etc.) and in the local community.
• Contributing to an inclusive work environment by welcoming and valuing differences and communicating positively with colleagues.

Embedded within the Career and Workplace Enhancement (CWE) Center, the Administrative Coordinator performs a wide variety of clerical, technical, coordination and administrative related tasks to support the CWE Center and the Learning teams. Responsibilities include providing support and coordination of training programs, leading administrative support and coordination for team members, completing general department assignments, and coordinating and implementing department wide programs and projects in support of effective, accessible learning opportunities that contribute to a culture of learning at OHSU.

Function/Duties of Position

Coordination

• Coordinates and maintains Learning Management System (LMS) for courses and programs.
• Acts as department point of contact for the LMS, providing individualized support based on learner needs.
• Trains others in the department on how to use the LMS.
• Accurately inputs course and program information, registrations, and completions.
• Serves as a resource for Qualtrics survey software and assists with pulling reports or creating surveys as needed.
• Collects and analyzes data on training programs utilizing Cognos, Excel, and other programs to inform data-driven decisions and strategies across the Learning and Development team.
• Coordinates and implements the administrative processes of programs, such as the Professional Development Reimbursement Program (PDRP), career counseling appointments, informational interview requests, conflict coaching and Shared Neutrals intake.
• Responsible for the development of and adherence to policies/procedures related to programs and other department wide resources.
• Ensures policies and procedures are equitably developed and applied, and makes recommendations to improve policies and procedures based on feedback and outcomes.
• Provide support to online and in-person trainings to provide an inclusive learner experience
• Effectively solves class-related issues, including technical issues, scheduling issues, access, learning options, location, and other logistics using independent decision making.
• Collaborates on special projects that increase the utilization and awareness of Center resources.
• Provide presentations to OHSU employees and other customers to inform about department programs and resources.
• Manages relationships with external vendors, including coordinating and processing contracts, ensuring timely and accurate payment of vendor invoices, making decisions, and communicating and educating of vendors.

Administrative Support

• Locates and reserves classroom training space utilizing space reservation software.
• Communicates with customers regarding class confirmations, reminders, no-show notifications, and changes.
• Elevates themes and input around no-shows and other learner patterns and barriers to Learning and Development team colleagues and participates in problem-solving.
• Keep stakeholders informed of program changes, concerns and issues in an effective and timely manner.
• Orders catering for trainings.
• Assists with photocopying and preparing training materials, including providing individualized materials and supports that provide accommodations for learners.
• Maintains inventory of supplies, equipment and materials and orders supplies.
• Initiates internal billing (IBS) for participant-charged classes.
• Creates and submits purchase orders and reconciles procurement cards.
• Processes HR actions, utilizing Oracle and other HR systems and processes.
• Serve as ITC for department (purchase software/hardware, coordinate moves and installations, coordinate repairs, liaison to help desk personnel, etc.).
• Serves as timekeeper for Learning and Development team and backup Kronos timekeeper for Central Services HR.
• Safeguards the confidentiality of information.
• Makes travel arrangements and reservations, as needed.
• Provides assistance and support to the Labor Management Committee including producing virtual meetings, taking meeting notes, and providing other general administrative assistance.

General Department Assignments

• Provides high-quality customer service including communicating with customers about class details, connecting customers with department resources, and triaging questions.
• Assists employees to utilize department resources.
• Answers and triages telephone calls received by responding to inquiries, providing information and routing customers/colleagues to the appropriate source.
• Develops resources that respond to recurring questions or issues.
• Manages department Outlook email accounts, providing responses and disseminating as appropriate.
• Manages department Outlook calendars.
• Maintains tracking systems for department equipment, resources, and accesses needed via the CARS system, key requests, badge access, etc.
• Maintains working knowledge of all department resources, programs, training and activities.
• Assists with the coordination of learning events, such as planning the OHSU Career Fair and tabling at organization-wide events.

Required Qualifications

Education

• 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.

Experience

• Demonstrated excellence in answering phones, greeting customers, responding to customer questions, providing information and referring customers/colleagues to the appropriate source.
• Experience working with diverse populations.
• Experience managing vendors.
• Experience working in a professional setting.
• Experience managing the physical space of an office.
• Experience with budget reconciliation and processing of purchase orders and requisitions.
• Experience providing administrative support to a manager.

Job Related Knowledge, Skills, and Abilities

• Attentive customer service skills, including the ability to be responsive to the needs of a diverse workforce.
• Ability to coordinate and monitor projects and carryout support activities coordinated by others.
• High level of skill and familiarity working with web-based and online systems/programs.
• Intermediate to advance knowledge of Microsoft Outlook, Word, Excel, PowerPoint and Access.
• Ability to work in a high-pace environment.
• Ability to multitask with excellent attention to detail.
• Strong prioritization skills.
• Action oriented.
• Strong problem-solving skills.
• Ability to work independently, demonstrating sound judgment and decision making.
• Commitment to gaining and applying knowledge of the unique cultures, challenges, needs, and strengths of historically underrepresented groups.
• Must be able to perform the essential functions of the position with or without accommodation.

Preferred Qualifications

Experience

• HR and/or training and development related experience.
• Experience working as an administrative assistant in a customer service centered department/business, supporting 10 or more people.
• Project management experience.
• Experience working in a unionized environment.
• Presentation or public speaking experience.

Job Related Knowledge, Skills, and Abilities

• Ability to seek and incorporate input from diverse stakeholder groups to improve service.

Additional Details

Physical Demands and Equipment Usage:

• Heavy use of computers for long periods.
• Ability to compose and prepare job-related materials, communications, and reports.
• Regularly required to communicate with others by phone, in-person, and through electronic means.

All are welcome