Project Coordinator

Department Overview:

The Project Coordinator develops, promotes, implements, and helps evaluate projects, programs and activities related to the Department of Obstetrics and Gynecology. This position coordinates the planning and administration of a group of related discrete projects at different stages of completion on an ongoing basis in support of an agency objective or mission. Activities may include departmental operations and facilities needs, as well as lectures, conferences, events, newsletters, communications, and other programs to be developed. Audiences and partners for programs vary dependent on activity and goal.

Function/Duties of Position:

• Project Coordination
  • Review project proposals and determine scope and diversity of involvement, training and resources needed, necessary contacts and administrative actions. Evaluate existing methods and procedures of team, and modifies as necessary to accomplish goals. Identify potential difficulties and determine proper mitigation tactics.
  • Inform interested groups and individuals of project coordination progress.
  • Evaluate financial feasibility of programs, including potential revenue and expense and/or opportunities for downstream financial or reputational benefits (i.e., patient recruitment/satisfaction/retention, donor engagement, strategic partnerships). May seek funding to support offerings through fee-for-service, grants, sponsorship opportunities, and community partnerships.
  • Coordinates the following ongoing projects and programs: annual Ob/Gyn Department sponsored education conference – Pacific Northwest Update, annual Promotion and Tenure application process, annual Mission Support Award review process, annual process for faculty reviews, Ob/Gyn Annual Report, weekly newsletter from the Chair, as well as other Department sponsored functions.
• Customer Service
  • Communicate with program participants, including internal units, private businesses and organizations, special interest groups, local communities, and the public to seek cooperation and input.
  • Coordinate meetings or hearings to gather input and meet procedural requirements.
  • Develop and maintain connections and partnerships throughout OHSU and the community to maximize strategic alliances and achieve mission and vision. 
• Project Management
  • Identify resources and administrative steps needed for project completion.
  • Develop project plan in consultation with appropriate participants.
  • Initiate project and coordinate steps to ensure participation of appropriate interested individuals and groups.
  • Coordinate the draft, edit and distribution of a variety of project documents. Plan and coordinate meetings, including the drafting of agendas and taking minutes.
• Marketing
  • Represents OHSU in meetings, administrative hearings, etc. in dealing with affected and interested individuals and groups concerning the project; moderates divergent viewpoints and helps build consensus among those involved appropriate to the project assignment, processes, and procedures
• Project Monitoring
  • Monitor project status to ensure progress toward completion and required procedural steps are completed fully and timely.
  • Inform interested groups and individuals of project progress.
  • Ensure that project output is appropriate. Close file upon project completion and review records to ensure documentation is appropriate and complete.
  • Oversee and implement special events and projects as requested.

Required Qualifications:

• A Bachelor's degree in Business Administration, Management, Public Administration or a closely related field may be substituted for up to two years of the required experience.

• Four years of experience as an executive assistant, administrative analyst, researcher or administrative officer which included administrative duties, provision of technical assistance, or operations review. Two of the required years must have included administration or oversight of an on-going project or program.

• Demonstrated experience in implementing new programs or events, including development, coordination, management, and evaluation.

• Proven ability to undertake, monitor, maintain, implement numerous projects and multiple priorities simultaneously.

• Demonstrated ability to effectively prioritize, multi-task, and flex workload to adapt to changing priorities and organizational needs. Reliably meets timelines and due dates.

• Strong communication skills, both written and verbal, that reflect ability to convey complex information on multiple topics for a range of audiences and purposes.

• Ability and experience to act as a leader of people and projects, and ambassador of related services.

• Proficient in Microsoft Office applications (Word, Excel, Access, PowerPoint, etc).

• Ability to bring a service excellence framework to consultation and/or collaboration within OHSU and with external partners.

• Ability to work independently and as part of a team while being collaborative in resolving problems.

• Demonstrated ability to work with a variety of diverse individuals and personalities. Ability to use tact and diplomacy to maintain effective working relationships.

 

Preferred Qualifications:

• A Bachelor’s or Master’s degree in Business/Public Administration, Management, Social Science, or related field
• Prior experience with the coordination of Continuing Medical Education events or classes.

Additional Details:

Upload cover letter and resume. Please be sure to include months and years to the resume for jobs/experience.

All are welcome: Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.