Project Coordinator - School of Medicine Office of the Dean

Department Overview

The OHSU School of Medicine (SoM) Dean’s Office Project Coordinator develops, promotes, implements, and helps evaluate projects, programs and activities related to the School of Medicine. Activities may include presentations, events, newsletters, interactions with SoM stakeholders and other programs across campus. Audiences and partners for programs vary dependent on activity and goal. 

 

In addition to general projects for the Dean’s Office, this position is responsible for the development of activities and monitoring of diversity, equity, inclusion and anti-racism programs and initiatives in the SoM under the direction of the Associate Dean, Diversity, Equity, and Inclusion (DEI). This includes monitoring and coordination existing and developing DEI mentorship and partnership programs; support of DEI initiatives for learners, faculty and staff; and expanding existing DEI resources, programs and tools. 

Telecommute when in-person not required

Function/Duties of Position

Project Coordination

• Review program 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 program goals. Identify potential difficulties and determine proper mitigation tactics. 
• Inform interested groups and individuals of project coordination progress. 
• Evaluate financial and operational 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.

Customer Service

• Communicate with program participants, including internal units, special interest groups, local communities, and the public to seek cooperation and input of DEI initiatives.
• 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.  
• Coordinate with the Sr. Assoc. Dean for Finance, Assoc. Dean for Diversity, Equity and Inclusion, Administrators, OHSU marketing and communications, faculty leadership, and others to identify needs and potential programs. 
• Develop, implement, market, and manage projects and initiatives in the Dean’s Office.   
• Participate in trainings as necessary to improve and expand program offerings.

Project Management

• Manage inventory of all DEI initiatives across School of Medicine.
• 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. Support logistics of meetings, events, and activities and prepare excel sheets, SmartSheets, and send information on Teams.
• Coordinate and implement projects, including resource management (printing, professional photography and/or product ordering), communication with relevant staff for information and/or review of materials, and identification of appropriate methods of delivery and channels.

Project Promotion

• Moderate divergent viewpoints and help build consensus among those involved with the project assignment, processes, and procedures. 
• Assist in the promotion of events. Lead event efforts to achieve greater recognition among the general public and key external constituents.
• Coordinate with Marketing and Communications, faculty, staff, and other groups as needed. 
• Act as a representative and liaison for the Dean’s Office

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.
• Coordinate with stakeholders as necessary in response to changes or unexpected developments. 
• Evaluate success of program upon project completion based on program proposal (key performance indicators) and determine the program’s future in alignment and under the direction of the Sr. Assoc. Dean for Finance or Assoc Dean for DEI. 
• Recruit, train and supervise community volunteers and college & university interns to work with a variety of programs. Ensure each intern receives a personalized, beneficial internship experience. Serve as the liaison to educational institutions and complete internship evaluations for each student. 
• Identify additional volunteer needs

Required Qualifications

Education

• 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.

Experiance 

• 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.
• Must be able to perform the essential functions of the position with or without accommodation

Note: There is no substitution for the two years of administrative experience.

Preferred Qualifications

Education

• A Bachelor’s or Master’s degree in Business/Public Administration, Management, Social Science, or related field.

Additional Details

• This position is typically Monday-Friday, 8:00 am – 5:00 pm, but may be required to flex work shift on days when programs/activities demand.
• This position works with people at all levels of the organization and interacts with numerous internal OHSU departments (including the OHSU Foundation) and external customers.
• This position requires the ability to remain in a stationary position and move about throughout the clinic and hospital campus buildings.
• Heavy use of phones, personal computers, and OHSU computer programs.
• Must be able to work effectively as a part of a multidisciplinary team to utilize staff resources appropriately.

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. As an organization devoted to the health and well-being of people in Oregon and beyond, OHSU requires its employees to be fully vaccinated against COVID-19.