Administrative Coordinator

Description:

The Oregon Clinical Translational Research Institute (OCTRI) at OHSU is a catalyst for scientific collaboration, translation of biomedical advances into the community, innovation and research growth in Oregon and beyond. OCTRI’s mission is to enhance the efficiency and quality of rigorously translating research ideas into impact and is part of the National Center for Translational Sciences (NCATS)-funded CTSA consortium. OHSU’s Office of the Chief Research Information Officer (CRIO) supports many research informatics services related to OCTRI’s mission and acts as a liaison between informatics and computational faculty. The Office of the CRIO advances innovative health information solutions to support the research community, including use of Fast Healthcare Interoperability Resources (FHIR) solutions to exchange health data.

The Administrative Coordinator serves as the primary support person for OHSU’s Chief Research Information Officer in all roles with the Office of the Chief Research Information Officer, the Oregon Clinical Translational Research Institute, and the Department of Medical Informatics and Clinical Epidemiology. This position coordinates complex administrative, executive, operational and programmatic duties, and provides administrative support and project management to the Office of the CRIO. This position deals daily with confidential material including sensitive issues involving leadership, investigators, clinical research, and personnel. This position also provides project and administrative coordination for teams of the Office of the CRIO and of the Department of Medical Informatics & Clinical Epidemiology’s Care Management Plus (CMP). Position distinguished by a high level of initiative and problem-solving skills; flexibility to work with multiple programs; ability to establish and communicate priorities; ability to independently track and complete multiple tasks and projects through various stages of development and implementation; and work effectively under pressure of multiple deadlines. Strong interpersonal and communication skills are required. Ability to adapt positively to change in response to changing circumstances.

Function/Duties of Position:

Project coordination and administrative support for the Chief Research Information Officer (CRIO) and the OHSU informatics program:

• Provides administrative coordination for complex, university wide informatics initiatives: artificial intelligence (AI) governance, informatics governance and research data governance. Prepares for meetings, circulates materials, takes meeting notes Tracks outcomes of initiatives, and advises the Chief Research Information Officer of commitments and project status
• Plans and manages CRIO and informatics meetings and events including outreach and promotion, venue scheduling, materials production, requesting AV equipment and services, providing technical support, and coordinating event communications.
• Liaises with internal and external constituents, interfaces with staff and various publics, attends meetings, and manages and screens a high volume of email, calls, and inquiries
• Arranges a large volume of high-level, complex meetings with OHSU Leadership and key members of the internal and external scientific/research community
• Manages all aspects of the CRIO’s domestic and international travel
• Researches topics of need relevant to the Office of the CRIO day-to-day operations and suggests solutions

Office of the CRIO and CMP Administrative Support:

• Provides coordination and logistics for program related events, meetings, classes and seminars
• Schedules meetings and maintains calendars
• Prepares meeting agendas, attends meetings as needed, takes meeting notes and distributes meeting notes as requested
• Tracks and maintains data in spreadsheets and databases
• Makes travel arrangements for staff and coordinates expense reimbursements
• Provides purchasing and reimbursement support
• Makes website updates
• Purchases program-related equipment and supplies
• Serves as IT Contact for CRIO team and CMP team.

Process improvement and planning:

• Develops and implements technical procedures, systems and forms to streamline processes. As part of the CRIO and CMP teams, contributes to the strategic planning process, working to implement new priorities and direction identified by leadership; contributes ideas and suggestions to improve approaches and independently acts to achieve desired results.