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Providence Office Specialist 2 - Medical Education in Portland, Oregon


Providence is calling an Office Specialist 2 - Medical Education (1.0 FTE, Days) to Providence Profess Plaza Portland in Portland, OR

We are seeking an Office Specialist to perform a range of administrative and technical support functions for the Internal Medicine Residency Program and the Department of Medical Education. Coordinates all medical student and visiting resident schedules and onboarding process. Creates and maintains the Providence Portland Internal Medicine Residency websites. A variety of software applications are employed including specialized residency management programs. Works collaboratively with staff, faculty, residents and professional medical staff to support the activities of the Department of Medical Education.

In this position you will have the following responsibilities:

  • Create, manage and maintain databases for residency management programs

  • Provide troubleshooting for database issues and maintains integrity of database information. Runs and distributes reports as required. Resource for department members with technical knowledge questions.

  • Assist medical student director with medical student scheduling and onboarding following set timeline, builds schedules and communicates with mutual associates, internal and external, of changes or conflicts.

  • Assist leadership with onboarding new residents, visiting residents, including coordination of orientation activities.

  • Assist Associate Program Director with creating and revising evaluation forms in residency management program, follows evaluation timelines, troubleshoots questions and problems, works collaboratively with other staff, produces reports regularly.

  • Assistant leadership with residency recruitment efforts including but not limited to scheduling, arranging meeting rooms, and catering.

  • Assist Associate Program Director with creating and revising resident documentation for clinical competence utilizing a variety of reporting and excel workbook.

  • Support leadership on tracking resident program requirements including but not limited to duty hours, moonlighting, procedures, scholarly activity, and other educational requirements.

  • Supports supervisor with other administrative functions as required.

  • Assist with the preparation of various reports and project documents. Archives files regularly.


Required qualifications for this position includes:

  • High School Diploma/GED -OR- equivalent education/experience

  • Three (3) years of experience as office assistant, hospital-based preferred

  • Excellent proven experience with software and database programs and web design

  • Experienced in various types of MS Office programs including but not limited to Outlook, Word, Excel, Access, PowerPoint

Preferred qualifications for this position includes:

  • Coursework/Training: College level health care courses

  • Coursework/Training: College level course work in computer applications

  • Experience with IT background and web design

About Providence in Oregon

As the largest healthcare system and largest private employer in Oregon, Providence offers exceptional work environments and unparalleled career opportunities.

The Providence Experience begins each time our patients or their families have an encounter with a Providence team member and continues throughout their visit or stay. Whether you provide direct or indirect patient care, we want our patients to feel that they are in a welcoming place where they can be comfortable and free from anxiety. Our employees create the Providence Experience through simple, caring behaviors such as acknowledging and welcoming each visitor, introducing ourselves and Providence, addressing people by name, providing the duration of estimated wait times and updating frequently if timelines change, explaining situations in a way that puts patients at ease, carefully listening to their concerns, and always thanking people for trusting Providence for their healthcare needs. At Providence, our quality vision is simple,

"Providence will provide the best care and service to every person, every time."

Providence is consistently ranked among the top 100 companies to work for in Oregon. It is also home to two of our award-winning Magnet medical centers. Providence hospitals and clinics are located in numerous areas, ranging from the Columbia Gorge to the wine country to sunny southern Oregon to charming coastal communities to the urban setting of Portland. If you want a vibrant lifestyle while working with a team highly committed to the art of healing, choose from our many options in Oregon.

For information on our comprehensive range of benefits, visit:

Our Mission

As expressions of God’s healing love, witnessed through the ministry of Jesus, we are steadfast in serving all, especially those who are poor and vulnerable.

About Us

Providence is a comprehensive not-for-profit network of hospitals, care centers, health plans, physicians, clinics, home health care and services continuing a more than 100-year tradition of serving the poor and vulnerable. Providence is proud to be an Equal Opportunity Employer. Providence does not discriminate on the basis of race, color, gender, disability, veteran, military status, religion, age, creed, national origin, sexual identity or expression, sexual orientation, marital status, genetic information, or any other basis prohibited by local, state, or federal law.

Schedule: Full-time

Shift: Day

Job Category: Administrative (Non-Clinical)

Location: Oregon-Portland

Req ID: 290070