Oregon Health & Science University · 17 hours ago
Administrative Coordinator
Portland, OR
Full-time
Onsite
Mid Level
4+ years expOregon Health & Science University is seeking an Administrative Coordinator to assist the faculty and staff of the Oregon Hearing Research Center with administrative and financial duties. The role involves preparing financial reports, assisting in grant preparation, and coordinating various administrative needs for the center.
EducationHealth CareUniversities
Responsibilities
Coordinates and works independently on following financial responsibilities:
Collects, records, and analyzes financial data regarding OHRC foundation funds
Tracks and clears all encumbrances and unallowable expenses
Prepares disbursements and travel reimbursements
Prepares journal entry adjustments
P-card reconciliations
Coordination of VA RISA contract payment
General office secretarial duties; assisting Program Administrator and other center faculty & staff
Coordinates administrative needs for OHRC labs on 9th floor of MRB
Assist Program Administrator with grant coordination and submission
Assist basic science faculty in preparation and submission of funding proposals in adherence to granting agency guidelines. Work with OHSU Office of Proposal and Award Management and Technology Transfer & Business to interpret Federal/State guidelines and requirements
Prepare and submit grants/contract proposals to a variety of agencies (NIH, MRF, DRF, or others), or partner institutions for subawards/subcontracts
Work with principal investigators to develop and prepare budgets & budget justification for submissions, as well as on other required grant application forms (PPQ, budget justification) including IRB (Institutional Review Board) and IACUC interfaces
Prepare and edit all necessary forms that include formatting, editing, and assembling written proposals. Assist faculty with electronic submission of all grants using the required software applications/tool, such as InfoEd
Review applications for accuracy and ensure timely submission
Maintain meticulous records of all draft and final documents submitted for the Oregon Hearing Research Center including final copies of all PPQs, budgets, budget justifications, scope of works, and all other grant application materials
Educates labs in Center about cost saving programs from vendors and assists in securing best value on items; coordinates multiple annual maintenance contracts and POs for purchasing them
Acts as Center Space Coordinator along with Program Administrator
Responsible for processing and tracking new and renewal visa applications for foreign students, employees and visitors, includes corresponding with prospective foreign employees; preparing Journal Entries and check requests for fees associated with visa application
Creates Oracle requisitions and does related Oracle responsibilities (accounts payable inquiries)
Responsible for reconciling fixed assets inventory, attaching inventory tags, bi-monthly submission of department surplus pickup requests and biennial capital equipment inventory
Monthly Confocal Billing using IBS System
Coordinates center events
Coordinates travel and lodging arrangements, national and international, for faculty, staff, and visitors
Assists with grant effort reporting
Backup Network Contact
Backup for Telephone support
Other duties as assigned
Qualification
Required
High School Diploma
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
Ability to prioritize multiple tasks at one time
ability to keep on top of long-term projects as well as working under deadline pressure
good written and verbal communication skills, strong English language proofreading/editing skills and familiarity with medical terminology (helpful)
intermediate word processor and spreadsheet competency with typing speed at least 40WPM
proficient in Windows applications (e.g. MS Excel, Outlook, Access, Word and PowerPoint)
Demonstrable record of reliable attendance, punctuality, and proven successful performance at past and present employers
Able to perform the essential functions of the position with or without accommodation
Preferred
B.A. or B.S
OHSU ORACLE training
Knowledge of grant preparation and administration with experience in an academic medical center in the areas of both clinical and basic science
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
News-Medical.Net
2026-01-16
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