Description

Administrative Coordinator

US-OR-Portland

Requisition ID: 2025-36139
Position Category: Hospital/Clinic Support
Job Type: AFSCME union represented
Position Type: Regular Full-Time
Posting Department: HC.CHH Oncology Clinic - Care Coordination
Posting Salary Range: $28.25 - $38.19 per hour
Posting FTE: 1.00
Posting Schedule: Monday - Friday Hybrid
Posting Hours: 0800-1630
HR Mission: Healthcare
Drug Testable: Yes

Department Overview

This position plays a vital role in supporting the work of the nurse coordinators and physicians within the Hematology/Medical Oncology Practice through independently performing a variety of administrative functions. This position coordinates and manages all the non-nursing patient case-loads, assisting with patient phone calls, triaging EPIC inbox, admission reservations, line placement reservations, etc. The incumbent takes direction from nurse coordinators and physicians, but must use independent judgement in implementation of those directions. This position serves as a communication link among physicians, nurse coordinators, patients, and the Hem/Onc clinic staff. The incumbent helps to build and maintain good working relationships with the internal institutional departments that provide services to the Hem/Onc patients. This position also maintains on-going quality management and patient tracking programs, as directed by the Nurse Coordinators or Manager. Additionally, this position is instrumental in streamlining the processes of the nurse coordinators, and allowing for the best possible use of nursing time by taking on extra duties as needed. Final goal of this position is to help organize the nurse coordinators by implementation of new processes and tracking programs. This position also functions as the Contact for the department, including any changes, problems, or repairs with phones or computers as well as projects as assigned by the Manager.

Function/Duties of Position

Key Responsibilities & Performance Standards

• Patient management - Responsible for coordinating and managing the nonnurse aspects of the patient's care process.  Work with the PAS Staff to schedule tests, diagnostic procedures, and admissions according to protocol, nurse coordinator and/or physician request with high level of accuracy. 
• Answer the nursing lines, screen and deliver all messages in a timely fashion.  Involves removing non-nursing messages and personally handling those, and also making sure that each message the nurse coordinators receive accurate and complete.
• Other supportive functions for RN coordinators and Hematology/Medical Oncology provider under the direction of the Manager
• Managing incoming faxes for established patients 
• Prior authorization for medication refills 
• incoming mails for RN coordinators and providers
• outgoing faxes
• EPIC and outlook messages
• General high level clerical and project support 
• Optimize use of RN time for nurse essential duties. Develop new procedures and tracking process to streamline this area of the department.
• Documentation- Document legibly, concisely and completely to ensure that others can accurately assist the status of patients' progress by reviewing documentation. Use established checklist and sign-out procedures appropriately. Participate as assigned with database input (internal and external). Update database information weekly or as requested. 
• Data management- works closely to maintain knowledge of clinical study required time lines to help ensure patients' process does not deviate from requirements. Initiate and implement processes to facilitate new protocol implementation and tracking tools.

Required Qualifications

• Four years of general office or secretarial experience; OR 
• An Associate's degree or certificate in office occupations or office technology and two years of general office or secretarial experience; OR 
• A Bachelor's degree and two years of general office or secretarial experience; OR 
• An equivalent combination of training and experience.
• Additional certifications may be required based on the specific department the position resides in, as indicated by the position description.

Note:  Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience.  Contact Compensation for confirmation of eligibility. 

Preferred Qualifications

• BA in business administration, management, public administration.
• Ability to work without direction. Multitasking. 
• Demonstrated ability to work with a wide variety of diverse customers in difficult situations.
• Ability to prioritize work demands.
• Excellent communication, organizational, and time management skills with a focus on customer service. Demonstrate flexibility and creativity in response to unexpected changes in workload.
• Medical terminology.
• Intermediate level skills in Word, Excel, Access. 
• Experience with EPIC and Cadance (scheduling module)

Additional Details

This position works in an extremely fast-paced and hectic environment with many interruptions, mulitple demands, and conflicting priorities. This position works with people at all levels of the organiztion and interacts with numerous internal OHSU departments and external customers. The office setting is small relative to the number of staff using it. It creates the need to be able to deal with phone noise, many simultaneous conversations and frequent interruptions. Work schedule is five days a week; 8 hours per day. Requires the ability to stay longer than normal work hours for various meetings.

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 [email protected].

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