Operations and Program Specialist (Program Tech 1)

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. M