Oregon Health & Science University · 15 hours ago
Administrative Fellowship & Clerkship Coordinator
Portland, OR
Full-time
Hybrid
Entry, Mid Level
$28/hr - $38/hr
2+ years expOregon Health & Science University is dedicated to providing innovative education and clinical services in anesthesiology. The Administrative Fellowship & Clerkship Coordinator will manage the administrative coordination for fellowships and medical student rotations, ensuring compliance with educational standards and facilitating communication among faculty and trainees.
EducationHealth CareUniversities
Responsibilities
Serves as the primary contact for the day to day coordination of the pediatric anesthesiology and pain management fellowship programs
In consultation with the Office of Graduate Medical Education, coordinate and administer the timely and accurate implementation of numerous human resources and regulatory procedures and paperwork
Provide information, administrative support, and problem solving for trainees and program faculty on a wide range of program matters
Performs data management, tracking, and reporting functions
Serves as a Resident Affairs Adviser for one of the colleges in the APOM Academy
Develop procedures to ensure fellowships are in compliance with institutional and national policies and regulations related to onboarding, evaluation, scheduling, data management, review, trainee tracking, and reporting
Review program operations and make recommendations for improvement to policies and procedures
Coordinates all aspects of the recruitment process including scheduling, creating agendas, sending confirmation correspondence, downloading documents to candidate files, setting interview appointments, preparing and disseminating training materials for interviewers and those on the selection committee
Corresponds regularly and timely with applicants
Coordinates fellowship graduation, onboarding, and other social and recognition events in conjunction with education leadership
Manages and attend Fellowship Evaluation Committee meetings, tracks annual curriculum review, complete and ensure accuracy of annual accreditation updates and coordinates and attends Clinical Competency Committee meetings
Prepare documentation for GME upon completion of annual program evaluation meetings
Fellowship program liaison with the GME office and various other agencies, organizations, and groups
Prepares a variety of documentation associated with program operations; distributes documentation or retains records as appropriate
Attends monthly program coordinator meetings
Communicate with faculty, fellows, and staff about departmental policies and procedures
Ensure recruitment process compliance with applicable accrediting bodies and the Office of Graduate Medical Education (GME)
Engages in national graduate medical education organizations (example ACGME, AAPAE, etc) by attending meetings and networking with peers across the country
Develop and disseminate the medical student and extra learner rotation schedules
Coordinate the application and selection process for visiting medical students
Ensure that medical students and rotating learners are prepared for each new rotation by provision of orientation materials and checklists prior to the start of the rotation
Maintain Sakai site and online lectures
Generate evaluations in MedHub
Ensure timely submission of grades and evaluations to the dean's office
Provides administrative support to the Director of Medical Student Education
Qualification
Required
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
Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience
Processing, editing and formatting Word documents, creating, formatting and manipulating Excel spreadsheets including the use of formulas and importing and exporting data, developing and editing PowerPoint presentations, Outlook or similar email, prior experience with scheduling and maintaining calendars
Preferred
Bachelor's Degree
Proven communication skills both written and verbal
Proven track record of managing several projects simultaneously and independently
Experience with Access, medical terminology, hosting trainee and faculty visitors
Experience using QGenda scheduling software and MedHub evaluation software
Background working with adult learners within a medical education setting
Company
Oregon Health & Science University
OHSU is a health and research university provides patient care, research, education of the next generation of health care.
10001+ employees
H1B Sponsorship
Oregon Health & Science University has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (136)
2024 (132)
2023 (121)
2022 (132)
2021 (109)
2020 (103)
Funding
Current Stage
Late StageTotal Funding
$36.6MKey Investors
U.S. Small Business AdministrationNational Institute of Allergy and Infectious DiseasesHyundai Hope On Wheels
2024-09-25Grant
2022-11-21Grant· $4.7M
2022-09-27Grant· $0.3M
Leadership Team
Tarek Salaway
Chief Executive Officer, OHSU Health
Lawrence Furnstahl
Executive Vice President & Chief Financial Officer
Recent News
2026-01-03
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