Administrative Coordinator

This position is open until filled. First review of applications will take place on Friday, January 31st, 2025.

About Planned Parenthood of Southwestern Oregon

Planned Parenthood of Southwestern Oregon (PPSO) has been dedicated to providing expert reproductive health care and sexuality education in Southwestern Oregon for over 55 years. PPSO provides more than 30,000 patient visits each year at four health centers and via telehealth. PPSO is also regarded as the region’s most respected provider of medically accurate sexuality education for young people and adults, as well as training programs for professionals who work with youth and families. Education and training programs make over 10,000 contacts each year, transforming the lives of young people in southwestern Oregon.

PPSO’s essential health services include breast and cervical cancer screenings, well-woman annual exams, birth control, abortion care, LGBTQ health, STI prevention, testing and treatment, pregnancy testing, PrEP (Pre-exposure prophylaxis), HPV vaccinations, vasectomies, and more.

Join our dedicated and mission driven team as we work to serve more than 40,000 individuals a year with comprehensive reproductive healthcare, education, and advocacy. For more information, visit www.ppsworegon.org.

Position Summary

Under the leadership of the Patient Services Director, the Administrative Coordinator is responsible for supporting the overall functionality of the Patient Services department by ensuring effective communication and smooth operations for the Patient Service Leadership Team (PSLT).

RESPONSIBILITIES:

Essential Duties

• Assist the Patient Services Leadership Team with meeting and appointment scheduling, sending reminders to participants, room set up and take down, and recording/distributing meeting minutes.
• Organize all travel, hotel, and registration arrangements for the Patient Services Leadership Team.
• Perform administrative duties for Patient Services Leadership Team including but not limited to scanning and filing, telecommunication, drafting correspondence, maintaining inventory of office supplies, and a variety of other projects as assigned.
• Create and distribute reports requested by the Patient Services Director or Medical Director, including data gathering, graphing and charting results.
• Review documents such as reports, newsletters, and other publications for accuracy and typographical errors.
• Maintain up to date PPSO Health Center certificates, forms, patient handouts, medical standards & guidelines, PPFA waivers, etc.
• Maintain Patient Services contracts and communicate contract term dates to Patient Services Leadership.
• Ensure effective interdepartmental collaboration to assist as needed with tasks such as onboarding for new providers, staff trainings, coordinating special events, and processing invoices.
• Assist Policy Review Committee and the appropriate Patient Services staff to standardize, organize, and archive Patient Services policies and procedures.
• Other duties as assigned.

Equity and Culture

• Engage in and support efforts to create and maintain an affirming and culturally responsive work environment.
• Take the initiative to develop own awareness and knowledge of the principles and scope of diversity, equity, and inclusion.
• Participate and engage in required DEI Learning Forums, and other PPSO DEI initiatives.

QUALIFICATIONS AND EXPERIENCE:

The responsibilities listed below are representative, but not all inclusive of the knowledge, skill, and/or ability necessary to satisfactorily and successfully perform the essential duties of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.

Minimum Required Qualifications

• High school diploma or equivalent.
• At least three (3) years of secretarial or administrative experience.
• Excellent decision making, organization and communication skills.

Preferred Qualifications

• Associates degree or higher in business or related field.
• Proficient with computers and Microsoft Suite.
• Experience with project management tools such as Asana.
• Familiarity with HIPAA policies and compliance.
• Demonstrated ability to compose effective electronic business communication.
• Experience understanding and interpreting set policies and procedures.

Professional Competencies

• Effective verbal and written communication skills.
• Team oriented and customer focused with strong interpersonal skills.
• Ability to multitask and stay organized in a demanding work environment.
• Strong analytical and decision-making skills with ability to take initiative.
• Effective stress management skills and adapts well to change.

Travel & Availability Requirements

• Must reside within a reasonable commuting distance from primary health center location.
• Ability to travel and work flexible hours on an as needed basis.
• Reliable transportation and valid driver’s license required.