Administrative Coordinator

Department Overview

The purpose of this position is to provide advanced administrative coordination and technical expertise in support of the Department of Otolaryngology. The Administrative Coordinator is responsible for performing and overseeing a broad range of administrative functions, with a primary focus on supporting the department’s educational programs, including ACGME-accredited fellowship programs and the medical student clerkship program.

This position coordinates all aspects of the clerkship and fellowship programs and serves as a key point of contact for faculty, staff, fellows, residents, medical students, visiting learners, and external partners. The Administrative Coordinator ensures compliance with accreditation requirements, facilitates the effective operation of educational activities, and directly supports the department’s educational mission through proactive program management and stakeholder engagement.

Function/Duties of Position

1. ACGME Fellowship Program Coordination:

• Coordinate and administer the fellowship application review process, ensuring timely communication and adherence to established timelines and procedures. • Manage all aspects of the fellowship interview process, including scheduling, logistics, candidate communications, and facilitation of post-interview ranking discussions. • Ensure compliance with ACGME accreditation requirements and maintain accurate documentation and reporting for departmental fellowship programs. • Coordinate fellowship onboarding, credentialing, and orientation activities to support a seamless transition for incoming fellows. • Serve as a primary resource and point of contact for prospective, current, and former fellows, providing guidance, support, and program-related information throughout the fellowship lifecycle. • Collaborate with faculty, institutional offices, and administrative stakeholders to support the effective operation and continuous improvement of fellowship programs. • Monitor program requirements, deadlines, and accreditation standards to ensure ongoing program quality and regulatory compliance.

2. Medical Student Coordination:

• Serve as the primary point of contact for internal and external learners, providing guidance and support throughout their educational experience within the department. • Coordinate and process all visitor and volunteer requests, ensuring compliance with institutional policies and onboarding requirements. • Manage and maintain medical student rotation schedules, ensuring effective coordination with faculty, staff, and learners. • Collaborate closely with OHSU Undergraduate Medical Education (UME) to represent the Department of Otolaryngology, facilitate elective rotations, and support the activities of the OHSU ENT Interest Group. • Coordinate all aspects of the Sub-Internship (Sub-I) Program, including application processing, applicant communications, scheduling, onboarding, and rotation planning. • Partner with department faculty to collect, manage, and provide timely feedback and evaluations for medical students. • Ensure compliance with institutional, educational, and accreditation standards related to clerkship and learner programs. • Monitor program requirements and maintain accurate records, documentation, and reporting to support continuous program quality and regulatory compliance.