Edtech.com's Summary

Oregon Health & Science University is hiring an Operations and Program Specialist (Program Tech 1) to support the Student Health and Wellness Center. This role manages technical and operational tasks, including managing clinical schedules, coordinating leave of absence processes, handling IT issues, overseeing purchases, and maintaining department protocols to ensure efficient clinic operations.

Highlights

Serve as subject-matter expert providing first-tier technical support and troubleshooting for SHW staff and providers.
Coordinate and maintain clinician Epic templates and schedules, ensuring compliance with OHSU standards.
Manage the Leave of Absence process and communication between SHW and academic programs.
Collect, analyze, and report data to support leadership and program management.
Act as primary IT contact for the department, handling hardware/software issues and coordinating repairs and training.
Responsible for purchasing, invoice processing, PCard reconciliation, and budget assistance.
Oversee timekeeping coordination using Kronos and monitor time-off requests and policies.
Develop, update, and manage department protocols, policies, and procedures in partnership with SHW managers.
Require proficiency with Microsoft Office Suite, Epic, Kronos, SharePoint, and other complex database systems.
Qualifications include a bachelor’s degree or equivalent experience and three years of program or project coordination experience.

Operations and Program Specialist (Program Tech 1) Full Description

Department Overview:

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. Function/Duties of Position:

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.

Required Qualifications:

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

Preferred 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

Additional Details:
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 OHSU’s campus (Marquam Hill and South Waterfront) that may require OPS attendance for setup, teardown and support.

Work Schedule: The position’s 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 required.

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)

All are welcome: 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.

Original Job Description

Department Overview:

To submit a complete application, please include your resume and a cover letter addressing your interest and qualifications for this position. Function/Duties of Position:

Technical Consultation and Coordination:

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:

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.

Required Qualifications:

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

Preferred 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

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)

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Operations and Program Specialist (Program Tech 1)

Edtech.com's Summary

Operations and Program Specialist (Program Tech 1) Full Description

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