Job Summary: The Administrative Coordinator supports the Chief Operating Officer (COO) by managing complex administrative functions, coordinating strategic initiatives, and facilitating cross-departmental operations. This role is critical to ensuring organizational efficiency, supporting expansion projects, and maintaining high standards in patient care and operational excellence.

Overview: Pacific Sports and Spine is dedicated to providing the highest level of medical treatment for its patients. This commitment is achieved through the continuous training of physicians and medical staff, fostering professional growth and achievement for every employee, and maintaining excellence in both medical practice and employment. With these principles—combined with perseverance and dedication, we strive to be a leading medical provider and employer in Lane and Douglas counties.

Key Responsibilities

Strategic & Executive Support

• Manage the COO’s calendar, travel, and meeting logistics.
• Prepare agendas, take minutes, and track follow-ups from Board and strategic planning sessions.
• Assist in compiling monthly operational and financial reports for the Board.

Expansion & Project Coordination

• Assist and oversee logistics for organizational expansion projects, including the Beverly clinic build-out.
• Coordinate meetings and communications with contractors, architects, and vendors.
• Track medical supply needs using spreadsheets and assist teams with ordering and delivery coordination.
• Schedule and manage meetings and procurement processes for clinic furnishings.

Operations & Compliance

• Support the implementation and documentation of clinic policies and procedures.
• Coordinate with facility and IT vendors to ensure operational readiness.
• Maintain organized records for contracts, credentialing, and compliance documentation.

Human Resources & Culture

• Assist with onboarding, performance review scheduling, and HR communications.
• Liaise with HR vendors for payroll and benefits documentation.
• Help organize staff meetings and morale-building initiatives.

Financial & Administrative Support

• Process expense reports, CME reimbursements.
• Assist with billing and collections tracking under the COO’s direction.
• Maintain financial filing systems and support budget preparation.
• Assist with ensuring clinical research studies are properly invoiced and that payments are received.

Marketing & Community Engagement

• Coordinate with external vendors on marketing campaigns and materials.
• Support logistics for community outreach and promotional events.
• Work with MOXY to ensure organization website is current, accurate, and oversee submitting photos, of our physicians, APPs, and team members.

Quality Assurance & Customer Service

• Assist with the implementation and tracking of patient and employee satisfaction and escalate concerns to the COO.
• Help monitor workflows and documentation for performance-based initiatives.

Qualifications:

• Associate’s or Bachelor’s degree preferred.
• 3+ years of administrative or project coordination experience, ideally in healthcare.
• Strong organizational, communication, and multitasking skills.
• Proficiency in Microsoft Office and familiarity with clinic software systems.
• Discretion in handling confidential information.

Job Type: Full-time

Pay: $26.00 - $28.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Location:

• Eugene, OR 97404 (Required)

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Eugene, OR 97404 (Required)

Ability to Relocate:

• Eugene, OR 97404: Relocate before starting work (Required)

Work Location: In person