Administrative Coordinator - job 2 of 2

As an Administrative Coordinator at Oregon Health & Science University, your primary responsibilities will include providing administrative support such as coordinating schedules, managing records, and overseeing department activities. You'll utilize your expertise in MS Office and other software to maintain smooth operations within the Department of Regenerative and Reconstructive Sciences, contributing to the effective delivery of dental services.

To qualify for the Administrative Coordinator position at OHSU, candidates should have at least four years of office or secretarial experience, or an equivalent combination of education and experience. Strong proficiency in Microsoft Office applications and excellent communication skills are essential, along with a demonstrated ability to manage scheduling and event coordination.

Yes, as an Administrative Coordinator at OHSU, familiarity with various software programs such as Microsoft 365 applications, SharePoint, and other university systems like Oracle and QGenda is highly beneficial. This knowledge will help you efficiently handle day-to-day administrative duties and contribute to departmental success.

OHSU offers a collaborative and inclusive work environment for Administrative Coordinators. You can expect to work closely with faculty, staff, and students in a diverse setting that values mutual respect and a healthy exchange of ideas. The role also has flexibility with a hybrid work option, requiring a minimum of three days onsite.

The recruitment process for the Administrative Coordinator position at OHSU typically involves submitting an application, followed by interviews that may include behavioral questions and situational scenarios. Candidates can expect to demonstrate their organizational skills, technical proficiency, and customer service experience throughout the process.

When answering this question, highlight specific tools you have used for scheduling, such as Microsoft Outlook or specialized software. Discuss your approach to ensuring meetings are organized efficiently, including how you handle conflicts and communicate changes to attendees.

Discuss techniques such as prioritization, time management tools, and communication with team members to clarify expectations. Providing an example of a time when you successfully managed competing deadlines will demonstrate your capability.

Emphasize your understanding of confidentiality protocols, particularly in sensitive environments like healthcare. Mention specific practices you implement, such as secure handling of documents and limiting access to sensitive information.

Detail your experience with budgeting or financial processes, including any tools you used. Mention specific examples of expense tracking, reimbursement processes, and how you managed to stay within budget while supporting departmental needs.

Answer this question with a specific instance where you encountered an obstacle, demonstrating your problem-solving skills. Detail the steps you took to resolve the issue, how you communicated with various stakeholders, and what the outcome was.

Discuss your openness to feedback and how you view it as an opportunity for growth. Provide examples of how you've implemented feedback in the past and how it led to improvements in your work performance.

List relevant software you’ve used, such as Microsoft Office Suite, SharePoint, or any other programs specified in the job description. Discuss how you utilized these tools in previous roles to enhance productivity and streamline administrative tasks.

Highlight your organizational skills and attention to detail when making travel arrangements. Provide an example of a time you successfully coordinated complex itineraries, showcasing your ability to anticipate needs and avoid potential issues.

Explain your approach to customer service, focusing on communication, responsiveness, and empathy. Provide examples of how you have effectively resolved inquiries or issues raised by faculty or staff members.

This is your chance to summarize your skills and experiences that directly relate to the job description. Discuss your passion for supporting healthcare professionals, your organizational skills, and your commitment to the values of OHSU.