Oregon Health & Science University
Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.
Operations and Program Specialist (Program Tech 1)
US-OR-Portland
Job ID: 2025-35097
Type: Regular Full-Time
# of Openings: 1
Category: Administrative/Office Support
Portland, OR (Marquam Hill)
Overview
Technical Consultation and Coordination:
Provides technical consultation by being the subject-matter expert for tasks that require technical skills, in-depth knowledge and complex problem-solving. Serves as the go-to person for questions or issues that arise and provides first-tier technical support to SHW directors, managers, providers, staff and those SHW serves.
- Clinical Template Coordinator:
- Oversees clinician Epic templates and schedules for all providers. Works closely with SHW Leadership and providers to maintain accurate templates. Responsible for overseeing provider template publishing every 6 months and any intermittent changes. Makes recommendations for template guidelines to ensure appropriate patient scheduling and appropriate coverage for patient needs. Responsible for cross-reference accuracy between providers’ Outlook calendars and Epic templates when applicable. Responsible for staying updated with template maintenance upgrades and processes and ensuring compliance via OHSU or SHW requirements.
- Leave of Absence Coordinator for Students:
- Coordinates and oversees the Leave of Absence (LOA) process between SHW and OHSU academic programs. This includes processing LOA paperwork from various sources, monitoring LOA status in Banner and communicating changes as needed to scheduling staff, communicating with various programs and addressing concerns/issues regarding LOA process with SHW leadership.
- Data and Reports:
- Helps SHW leadership and managers with various data collection, data reporting and possible data analysis. Will act as main point of contact for data entry, running, reviewing, and cleaning up various reports in order to be able to present data to staff or external stakeholders. May include survey creation and survey analysis to support SHW leadership and program managers.
- Information Technology Contact:
- Acts as SHW’s primary departmental contact for ITG as an Information Technology Contact level 2. Able to troubleshoot computer, software and telephone issues or refer staff to ITG when necessary. Participates in monthly ITC meetings and shares information to staff and SHW Leadership as appropriate. Coordinates and completes all technical ordering and repairs while ensuring clinic compliancy to OHSU standards. Acts as a resource to help staff with technology troubleshooting needs and creates staff IT trainings when necessary. Works directly with IT on special or large projects. Helps maintain and improve X drive and SharePoint.
- Purchasing and Receiving Invoices:
- Responsible for all purchases made via Pcard, Purchase Orders, disbursements or reimbursements. Reconciles Pcard on a monthly basis while ensuring compliancy to OHSU regulations and PCard program policies. Compiles, maintains, tracks and notifies necessary staff members regarding financial activities including CE funds, department purchases and other costs that may arise. Provides original receipts and minute meetings for invoices to be paid, reimbursements and disbursement payments. In charge of paying monthly invoices. May assist the Operations Manager, Medical Director or Behavioral Health Director in budget preparation. May need to help with detailed reports on a monthly, quarterly, semiannual or annual basis. May also support pCard coordination and reconciliation for OHSU’s Food Resource Center.
Operational Review and Coordination:
Serves as main point of contact and subject matter expert for day-to-day operational tasks that ensures our department functions effectively. Oversees daily processing of operational tasks such as coordinating meetings and events, staff/provider calendaring, timekeeping, time-off requests, and facilities issues. In partnership with clinical and non-clinical managers, develops and updates all department protocols, policies, procedures and policies. Carries out all operational work by ensuring all tasks are addressed and completed in a timely manner including anticipating, researching and completing the work with all appropriate stakeholders. Participates in relevant operational meetings. As assigned, oversees and conducts special projects related to assigned areas.
- Timekeeping Coordinator:
- Responsible for processing, tracking, entering and troubleshooting scheduling/coverage needs or issues with planned or unplanned time-off requests for all SHW employees. Records approved time-off requests in various applications such as Epic, Outlook, Smartsheet and team schedules. Acts as SHW’s primary Kronos Timekeeper by performing time corrections, generating Kronos reports, distributing timecards, keeping track of various timekeeping needs, troubleshooting clocking in and out issues for staff, etc. Monitors Kronos and alerts appropriate managers for overtime or inappropriate use of PTO or sick/vacation time. In partnership with Operations Manager, responsible for understanding and referencing OHSU time-off and timekeeping policies and contracts that impact SHW’s salaried and hourly staff members. Responsible for staying up to date on any Kronos updates or changes in policies.
- Protocol, Policy and Procedure Coordinator:
- Writes and updates internal protocols, policies, and procedures, and shared operational documents, in partnership and collaboration with SHW managers. Under the direction of SHW managers, manages all current and new protocol drafts and responsible for seeing them to completion. Continuously evaluates processes and makes recommendations for process improvement.
Responsibilities- A bachelor’s degree in Business Administration, Management, Public Administration, or a field directly related to the position will substitute for two years of the required experience.
- Three years of experience administering or coordinating parts or subsets of a project or program.
Job Related Knowledge, Skills and Abilities (Competencies):
- Extensive experience working with various computer software systems including Word, Excel, Outlook and Teams; Some experience with OneDrive and SharePoint preferred
- Experience using complex database systems to input and access data.
- Demonstrated track record of high attention to detail, collaboration, organizational skills, timeliness, accuracy, independence, problem-solving and seeking additional resources when necessary.
- Ability to prioritize tasks in a fast moving environment to ensure smooth service to stakeholders
- Ability to work and problem-solve independently and exercise substantial independent judgment with minimal supervision
- Excellent interpersonal and communication skills: written and verbal, active listening skills, high-quality customer and team service orientation
- Ability to maintain a high level of confidentiality and exercise discretion when handling sensitive HR, educational or medical records in written and oral confidence
- Demonstrated record of reliable attendance, punctuality and proven successful performance
Qualifications- Bachelor’s degree
- 1+ year of working in a medical, academic or student health center preferably in a department that provides multiple services
- Experience working in a mental health clinic and/or integrated health clinic
- Experience in an administrative support role for upper division or executive level management
- Experience working with sensitive documents such as electronic medical records (EMR’s), HR documents and/or student records
- Experience coordinating events.
- Experience running reports and synthesizing data into understandable charts and graphs
- Demonstrated experience with taking, editing and sharing notes for various team meetings
- Intermediate to Advanced skills in various OHSU software applications such as EPIC, Banner, Webex, Kronos, Oracle, OneDrive, Sharepoint, O2, Compass, Jira, Enterprise, SmartSheet
Equal employment opportunity, including veterans and individuals with disabilities.
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