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:

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.

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