Operations and Program Specialist (Program Tech 1)

The Student Health and Wellness Center (SHW) is seeking a detail-oriented self-motivated collaborative customer-service and team-oriented Operations and Program Specialist (Program Tech 1) to join our dynamic innovative and fun clinic. The SHW Operations and Program Specialist is a vital member of our team by assisting SHW leadership and program managers with all aspects of assigned operations and programming including developing troubleshooting and processing various and technical operational needs of the Student Health and Wellness Center. This position requires in-depth knowledge understanding implementation and anticipation of technical and operational needs for all staff services and programming (clinical and non-clinical) offered at Student Health. The position is also cross-trained to be backup for our clinical scheduling team. The mission of the Student Health and Wellness Center is to support the health and well-being of OHSU students and postdoctoral fellows during their academic careers at OHSU. When you join our team you will work with a group of exceptional providers and staff in an integrated clinic that provides high quality primary care behavioral health integrative medicine and wellness programming to OHSU students and postdoctoral fellows. At Student Health we truly honor work life balance while prioritizing patient care. We have been recognized for our highly functional teamwork patient satisfaction scores and focus on culturally informed and competent care.

To submit a complete application please include your resume and a cover letter addressing your interest and qualifications for this position.

Technical Consultation and Coordination:

Provides technical consultation by being the subject-matter expert fortasks that require technical skills in-depth knowledge and complexproblem-solving. Serves as the go-to person for questions or issues thatarise and provides first-tier technical support to SHW directorsmanagers providers staff and those SHW serves.

• Clinical Template Coordinator:
  • Oversees clinician Epic templates andschedules for all providers. Works closely with SHW Leadership andproviders to maintain accurate templates. Responsible for overseeing provider template publishing every 6 months and any intermittent changes. Makes recommendations for template guidelines to ensureappropriate patient scheduling and appropriate coverage for patientneeds. Responsible for cross-reference accuracy between providersOutlook 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 overseesthe Leave of Absence (LOA) process between SHW and OHSU academicprograms. This includes processing LOA paperwork from varioussources monitoring LOA status in Banner and communicating changesas needed to scheduling staff communicating with various programsand addressing concerns/issues regarding LOA process with SHWleadership.
• 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 SHWs 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 OHSUs Food Resource Center.

Operational Review and Coordination:

Serves as main point of contact and subject matter expert for day-to-dayoperational tasks that ensures our department functions daily processing of operational tasks such as coordinating meetingsand events staff/provider calendaring timekeeping time-off requests and facilities issues. In partnership with clinical and non-clinical managersdevelops and updates all department protocols policies procedures andpolicies. Carries out all operational work by ensuring all tasks are addressedand 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 SHWs 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 SHWs 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.

• A bachelors 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 KnowledgeSkills 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

• Bachelors 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 (EMRs) 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

Work Location: The OPS has a primary workstation at the front desk of Baird Hall (BH) Room 6. If Patient care front desk duties are needed their secondary workstation will be at the front desk of BH 18.Some remote work from home may be possible after 6-month probationary period under SHW Leadership direction and clinic coverage availability. Some work events/presentations will occur at various locations across OHSUs campus (Marquam Hill and South Waterfront) that may require OPS attendance for setup teardown and support.

Work Schedule: The positions weekly schedule will be determined at time of hire based on clinic needs and core work hours of SHW leadership/management team (M-F 8-5pm with at least 1 evening shift). A flexible work schedule may be possible after 6-month probationary period under SHW leadership direction and clinic coverage availability. Work schedule may change based on clinic coverage and work needs with appropriate notification of schedule changes per AFSCME contract.

Work Conditions: This position works in a busy environment with a lot of interruptions multiple demands and priorities and people interactions. It requires dealing with noise and frequent interruptions within the work group. Work stations include sitting and standing options. Travel beyond OHSU campus is not .

Benefits:

• Healthcare Options - Covered 100% for full-time employees and 88% for dependents and $25K of term life insurance provided at no cost to the employee
  
• Two separate above market pension plans to choose from
  
• Vacation- up to 200 hours per year depending on length of service
  
• Sick Leave- up to 96 hours per year
  
• 8 paid holidays per year
  
• Substantial Tri-met and C-Tran discounts
  
• Additional Programs including: Tuition Reimbursement and Employee Assistance Program (EAP)