[Hiring] Healthcare Operations Specialist / Staffing and Timekeeping @Oregon Health & Science University

Role Description

The Healthcare Operations Specialist facilitates optimal usage of finite nursing personnel to support the daily operations of OHS and Doernbecher Children’s Hospitals. This position is responsible to the Healthcare Mission and performs staffing and timekeeping activities as well as other administrative duties on a variety of shifts, including weekends and holidays. Flexibility is required to cover all shifts and on call as needed to accommodate vacations, ill calls, and holiday coverage.

Function/Duties of Position

• Staffing:
  • Collaborates with charge nurses to assess current and future staffing needs.
  • Triages requests and works collaboratively with Mission Control and the Administrator on Duty group to meet hospital and operational needs.
  • Uses extensive knowledge of OHSU Health’s complex patient population, procedures, and protocols to allocate available resources correctly and equitably.
  • Completes staffing activities within tight time frames dictated by collective bargaining agreements.
  • Provides complete documentation of issues surrounding shift staffing to alert supervisor and manager of items needing management follow up.
  • Accurately enters data into scheduling database to facilitate the creation of reports for the Patient Care Services Division.
  • Participates with other staff in on-call coverage.
• Other duties as assigned:
  • Creates documents, including letters, standard work, training materials, etc., using MS Word.
  • Creates spreadsheets using MS Excel.
  • Updates competencies as information is received.
  • Reads and replies to questions and emails on each worked shift.
  • Solicits availability from Float Pool and other patient staff as requested, using available texting technology.
• Timekeeping:
  • Utilizes knowledge of timekeeping processes to complete entries for approximately 4,000 employees, including unusual circumstances and bargained agreements.
  • Runs KRONOS reports as requested, including manipulating data in Excel versions of reports.
  • Serves as a resource for Float Pool and unit staff regarding payroll procedures and KTM usage.
  • Serves as a resource for unit management staff for payroll and timekeeping questions.

Qualifications

• Five years of experience in a clinical or administrative support role in a complex medical environment; may consider five years of experience in a dynamic office environment with similar responsibilities, or three years of experience in either setting and a Bachelor’s degree.
• Demonstrated ability to work in a high-stress setting and adapt to rapidly changing work environments.
• Requires excellent written and oral communication, database skills, and ability to type 45 words per minute.
• Demonstrated ability to problem solve and use critical thinking skills under tight deadlines.
• Must be flexible, self-motivated, attentive to detail, and comfortable with change.
• Proven ability to work in teams as well as independently.

Preferred Qualifications

• High school diploma or GED is required.
• Bachelor’s degree.
• Proficiency in medical terminology.
• Proficiency in KRONOS and/or Oracle.
• Understanding of ONA and AFSCME contracts or collective bargaining agreements.

Additional Details

• Frequent need to complete activities with tight time frames and quick turnarounds.
• Occasional exposure to angry or upset individuals.
• Frequent exposure to workplace stressors, including excessive auditory and visual stimulation.
• Frequent need to sit at a computer terminal for long periods of time.
• Frequent need to walk throughout the hospital to attend meetings, deliver documents, etc.
• Constant exposure to usual hospital environmental conditions.

Why apply to OHSU?

• We are Oregon's only public academic health center.
• In addition to caring for patients, we lead groundbreaking research.
• We train the next generation of health care professionals.
• As Portland's largest employer, we offer opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington.
• All are welcome. OHSU welcomes people of all ages, ethnicities, genders, national origins, religions, and sexual orientations.
• We strive to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply.