Oregon Health & Science University Administrative Coordinator in Portland, Oregon

Work Unit Description

This position supports the academic mission of the school, which includes administrative support for day-to-day program operations and support in the areas of student recruitment, admission, and progression and overall academic program support. This position supports the campus/program as part of a team, which includes faculty and professional staff and is the primary point of contact for students. This position is also the primary point of contact for prospective students and collaborates with academic and community partners related to outreach and student recruitment, particularly at directing outreach efforts aimed at disadvantaged student populations.

Work Schedule, Hours, FTE, Salary Range
  • FTE: 1.0; Full Time
  • Schedule: To be determined
  • Salary Range: $21.31 - $28.82
  • Location: Ashland, OR
  • Job Type: AFSCME
Functions/Duties of Position

Student Recruitment, Progression & Program Support

  • Organizes and participates in student career exploration and informational sessions within the local community, with a focus on diversity and disadvantaged students.
  • Advises and monitors students each quarter regarding progress toward program completion requirements: including
  • Provides referral to resources as appropriate for student success, such as referral to host campus resources, faculty, and other OHSU units including Center for Diversity and Inclusion, Financial Aid, Financial planning, Student Affairs Associate.
  • Communicating academic and student policies and procedures to help clarify student requirements, next steps, and ensure a smooth transition through the program.
  • Organizes and participates in a comprehensive program of orientation and supplemental support for new students, including
  • Provides financial aid information to help students identify scholarship opportunities and build scholarship applications
  • Coordinates with the Student Affairs Associate to implement peer tutoring program in Ashland.
  • Works with Campus Associate Dean and SON Admissions Office to organize and implement admission and progression processes, including:
  • Preparing pre-nursing students for application
  • Planning and scheduling for interviews
  • Disseminates access to files for applicant and student review
  • Enters confidential student data into admission and progression reports used by Campus Associate Dean and faculty in making admission and progression decisions
  • Verifies student for preliminary and final candidate lists to be signed by the Campus Associate Dean and submitted electronically to the board of nursing.
  • Works with Campus Associate Dean to produce annual schedule for campus, including:
  • Reviews catalog annually to ensure accurate campus, course and program information and submits corrections as needed.
  • Reserving rooms for classes.
  • Requesting course reference numbers from the registrar’s office to be entered into the Banner system for students to register.
  • Notifying student that schedules are posted and registration is open.
  • Runs course review report mid-way through each term within Banner to ensure complete course faculty lists are entered and makes corrections as necessary prior to the course evaluation process

Technical Support

  • Provides technical assistance support to faculty and staff with Outlook, PowerPoint, Excel, Internet, and data base technologies (Banner, Degree Works, Cognos) as needed.
  • Monitors current student electronic records in the Banner System, including Degree Works.
  • Updates student email lists for campus or cohort on a quarterly basis

Public Relations & Administrative

  • Organizes and participates in monthly, quarterly and annual campus events in collaboration with community partners, admissions office and the host campus including, informational sessions and orientation.
  • Fosters community and facilitates communication among students and has an active understanding of current student climate and issues including: functions affectively and respectfully within the context of varying cultural beliefs, behaviors, and backgrounds and is aware and can speak knowledgeably about the university wide diversity plan, Vision 2020, and the SoN mission related to diversity.
  • Meets and greets college administrators, faculty and students daily and maintains a cordial and welcoming environment.
  • Responds daily to phone calls and email from the public, host campus and OHSU community pertaining to the program and campus responding with a professional level of proficiency and integrity.
  • Responds daily to priority requests, re-adjusts workload as needed and keeps the Campus Associate Dean and/or manager appropriately informed.
  • Participates in committee meetings, sets agendas, assists with meeting arrangements, and takes minutes for the campus and program as assigned.
  • Coordinates the preparation and composition of correspondence, reports, memos, or other program documents for academic programs as needed.

Human Resources/Financial

  • Maintains records for billings, payments or charges related to the host campus in coordination with the financial operations staff and Campus Associate Dean.
  • Processes reimbursements and expenses for Ashland based student groups from student activities fund.
  • Initiates purchases including, journal entries, professional service contracts, disbursements and reimbursements as directed by the Campus Associate Dean.
  • Financial authority to approve program purchases; fiscal authority responsibilities (of up to $5,000); authority to sign documents on behalf of Campus Associate Dean
Job Requirements


  • Four years of general office or secretarial experience; ORAn Associate’s degree or certificate in office occupations or office technology and two years of general office or secretarial experience; ORA Bachelor’s degree and two years of general office or secretarial experience; ORAn equivalent combination of training and experience.
  • Working with disadvantaged or minority college/university students
  • Working familiarity with Microsoft Office products


  • Bachelors or Masters Degree in student services or related major
  • Working with health professions students
  • Data management
  • Bilingual/fluent in Spanish
  • Strong ties/relationships with local underrepresented communities
Additional Details

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.

Job Title: Administrative Coordinator

Department: School of Nursing - Ashland Campus

Location: SN SOU

Drug Testable: No

Job: IRC62918