Project Coordinator

Department Overview

***Available for Hybrid Work***

 

The OHSU School of Medicine (SoM) OHSU Practice Plan Project Coordinator develops, promotes, implements, and helps evaluate projects, programs, and activities related to the School of Medicine and the OHSU Practice Plan. Activities may include presentations, events, newsletters, interactions with SoM stakeholders, and other programs across campus. Audiences and partners for programs vary depending on activity and goal. The Project Coordinator should demonstrate excellent project planning and implementation skills and strong organizational and communications abilities. The Project Coordinator must display professionalism in all activities and communications in person, over the phone, and in written form. They will act independently to complete all project planning and implementation steps, including defining scope, resources, execution, monitoring status and risk, quality assurance, and closure. The project coordinator facilitates and organizes planning, coordination meetings, and huddles and ensures all project documentation is current. The project coordinator will administer the project management portal, dashboards, project plans, and workflows and maintain executive dashboards.

Function/Duties of Position

Project Coordination:

• Lead internal team huddles to ensure communication and coordination of projects and initiatives.
• With direction from various OHSU practice plans (OPP), identify resources and administrative steps needed for project completion. Develop charters, scopes of work, and project plans in consultation with project managers and other stakeholders. Track approval statuses for charters, scopes of work, and project plans.
• Implement multiple aspects of projects as determined in the project plan. This may include developing materials, organizing project meetings, collecting information, communicating with project team members, etc.
• Communicate updates to OHSU departments who are resources to our projects, identify issues, and communicate those to Project Managers for escalation and coordination.
• Monitor project status to ensure progress toward completion and communicate project progress. Identify potential difficulties and determine how to avoid possible risks. Modify project plans and coordinate changes with participants as necessary as unforeseen changes or unexpected developments occur. 
• Document changes to project plans identifying conflicts and risks.

Communication/Customer Service:

• Maintain executive dashboards for recruitments, projects, and programs. Ensure documentation is up to date for meetings with stakeholders.
• Communicate with internal staff regarding projects, contracts, scopes of work, work breakdown structures, project status, etc.
• Coordinate project meetings. Work under direction from practice plan managers to schedule meetings.
• Document and distribute the content of project meetings (agendas, minutes, timelines, changes to project plans).
• Maintain project documents, including charters and project plans.
• Drafted, edited, proofread, and distributed communication materials for all projects as required.

Smartsheet Administrator

• Maintain current Smartsheet project plans, workflows, and documents.
• Design portals and dashboards with guidance from the practice plan team that allow for both internal and external customers to easily know where the practice plan team is on a project at any time. 
• Designed and maintained workflows that communicated to other OHSU and affiliate departments on timelines and status. 
• Provide Smartsheet expertise to OPP staff, including orientation to workflows. Ensure the team is using tools to keep documentation up to date.

Required Qualifications

• 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; 
• 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. 
• Note: there is no substitution for the two years of administrative experience.

Job Related Knowledge, Skills and Abilities:

• Experience with Smartsheet or related product.
• Excellent computer skills, including: MS Word, PowerPoint, Excel, Outlook, Adobe Acrobat.
• Proven ability to manage and prioritize multiple tasks.
• Dependability and ability to function as part of a team as well as independently.
• Excellent written and verbal communication, organizational and inter-personal skills.
• Demonstrable record of reliable attendance, punctuality and proven successful performance at past and present employers Proven ability to provide excellent professional customer service to internal and external customers.
• Demonstrated skills with creating, editing and proofing written procedural work flow materials.
• Must be able to perform the essential functions of the position with or without accommodation.

Preferred Qualifications

• Experience developing project plans and monitoring and reporting on project progress.
• Ability to create process flow charts and algorithms.
• Experience troubleshooting complex technical and logistical issues in large projects and client meetings.
• Succesful experience developing efficient work flows and streamlining processes.
• Five years of experience in an administrative and customer service role.

Additional Details

Hybrid: Position is currently remote, with a requirement to attend in-person meetings as required. Telework is subject to change based on the needs of the organization. Ability to travel for meetings if needed.

 

Pay Range: $33.77 -$40.07 per hour

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.

Salary : $34 - $40