Job Description

Department Overview

OHSU Neurological Surgery maintains dedicated programs in brain, skull base, and pituitary tumors, spinal surgery, vascular neurosurgery, movement disorders, epilepsy, facial pain, complex spinal and cancer pain, pediatric neurosurgery, craniofacial disorders, hydrocephalus, spina bifida, spasticity, peripheral nerve disorders, and nervous system trauma.

The Clerkship and Fellowship Coordinator provides comprehensive administrative coordination and operational support for the Department of Neurological Surgery's medical student, fellowship, and educational programs. This position serves as a key liaison among students, fellows, faculty, departmental leadership, and institutional education offices to ensure the successful administration of clerkships, visiting student programs, fellowships, educational events, and accreditation activities. Responsibilities include coordinating visiting learner onboarding, application processes, curriculum support, program compliance, evaluation and reporting activities, educational event logistics, and maintenance of program records and communications. Reporting to the Education Manager, this position works closely with education and department administration teams to support departmental educational initiatives, uphold accreditation standards, and promote a high-quality educational experience for students, residents, fellows, and faculty and further the missions of the Department.

Function/Duties of Position

Medical Student (Clerkship) Program Administration:

• a. Coordinate and manage required clerkships, elective rotations, preceptorships, and student onboarding in partnership with the Education Manager, Director of Medical Student Education (DMSE), faculty, and program staff.
• b. Administer all aspects of the medical student rotation program, including application processing, scheduling, orientation, access requests, evaluations, and record keeping.
• c. Manage visiting student applications through VSLO, review materials for completeness, and facilitate the selection process.
• d. Serve as the primary contact for medical students, visitors, observers, volunteers, and other rotators, providing guidance, orientation, and ongoing support.
• e. Coordinate student participation in clinical, educational, and departmental activities, ensuring access to required systems, facilities, and learning resources.
• f. Maintain program compliance with School of Medicine, UME, LCME, and accreditation requirements, including reporting, documentation, grades, and evaluations.
• g. Support curriculum planning, educational programming, lecture series, student presentations, and development of learning materials.
• h. Prepare and maintain policies, procedures, manuals, educational resources, and rotation descriptions.
• i. Collaborate with faculty, residents, and departmental leadership to improve program operations and educational experiences.
• j. Serve as the departmental liaison to Undergraduate Medical Education (UME) and other internal and external partners.
• k. Support health equity and inclusion initiatives within the education programs.
• l. Assist with residency and fellowship recruitment activities, including application and interview coordination.
• m. Coordinate the Campagna Scholarship application, review, and award processes.
• n. Maintain student education databases, records, reports, and accreditation documentation to ensure accurate tracking and regulatory compliance.

Fellowship Program Administration:

• a. Support Education Manager with completing annual reporting requirements for Spine, Functional, Skull Base, Pediatric Neurosurgery, and Neuro-oncology fellowships.
• b. Coordinate fellowship application review processes for all programs.
• c. Coordinate fellowship interview processes for all programs.
• d. Coordinate rank list submission for fellowships
• e. Assist with onboarding and credentialing of fellows.
• f. Assist with posting positions and offer letter process.
• g. Support fellowship program improvement projects along with Education Manager.
• h. Process time off requests for fellows.

Education Program Administration:

• a. Assist Education Manager and Education Project Coordinator with education-related administrative tasks.
• b. Update external (OHSU.edu) website with current resident and fellow profiles, content pertinent to upcoming educational events, residency activities, and other ongoing content to ensure up-to-date sites.
• c. Maintain and update mailman and outlook distribution lists
• d. Coordinate room reservations, presenters, A/V, etc. for departmental education meetings and events.
• e. Establish and maintain inter-Departmental contacts and resources.
• f. Recognize and maintain security of confidential and privileged information; assure confidentiality of all meetings, documents and communications.
• g. Other duties as assigned including providing backup for other administrative roles in Neurosurgery Education Team.

Training Courses and Event Administration:

• a. Assist Education Manager, Education Project Coordinator, and faculty advisor(s) with planning, logistics, and on-site support for regularly occurring educational events, simulation labs, annual professorships, and resident activities.
• b. Work regularly with Continuing Professional Development office (CPD) to ensure all CME reporting is done accurately, following ACCME regulations, and that speaker agreements are managed following CPD protocols. Manage disclosures and areas of non-compliance as needed. Completes all CME accreditation requirements in a timely manner, including academic year renewals, quarterly reporting, and individual session applications. Prepare, distribute, and compile results from weekly lecture evaluations.
• c. Provide back-up administrative support for the Education Project Coordinator to ensure faculty and residents are scheduled for required teaching events.

Administrative Support:

• a. Provide back-up support to Organizational Leadership Team, Department Administration, and Clinical Operations team when requested, such as calendaring and appointment requests or coordination.

Required Qualifications

• 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.

• Experience in undergraduate medical education, and/or fellowship education. High priority for Neurological Surgery administration experience.

• Demonstrated Proficiency with MS Office (Word, Excel, Outlook, and PowerPoint).

• Keyboarding proficiency and accuracy with an avg. of 60 WPM

• Previous administrative experience handling highly confidential, sensitive information

• Demonstrated skills with composing, editing, proofing, and copying written materials.

• Demonstrable record of reliable attendance, punctuality and proven successful performance at past and present employers.

• Previous experience providing administrative oversight for a project or program.

• Excellent grammar, phone demeanor, oral and written communication skills required.

• Strong ability to prioritize and organize projects and tasks in a timely manner, and ability to problem solve and manage on-going projects; strong time management skills.

• Ability to work effectively in ambigous environments while making informed decisions independently with awareness of when it’s appropriate to collaborate/consult with others.

• Ability to work with very detailed information and independent decision-making and problem-solving skills required.

• Ability to work with a team and communicate effectively with other team members in a professional and timely manner.

Preferred Qualifications

• Bachelor’s degree or higher

• Proficiency in MS Sharepoint content management.

• Proficiency in SmartSheets project management

• Experience in an administrative support role for upper division or executive level management.

• Previous experience with coordinating travel arrangements and processing travel reimbursements.

• Ability to work with complex issues related to resident schedule; outstanding interpersonal skills to interact professionally with residents, faculty, staff, and all levels of management;

Additional Details

• Hybrid home/office setting. Attendance at major annual departmental events.

Why apply to OHSU?

We are Oregon's only public academic health center. In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington. All are welcome. OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply. To request reasonable accommodation, contact askhr@ohsu.edu