Program Manager - Talent Care Center

At Duke Health, we're driven by a commitment to compassionate care that changes the lives of patients, their loved ones, and the greater community. No matter where your talents lie, join us and discover how we can advance health together.

 

General Description:

 

The Duke University Health System (DUHS) Human Resources Centralized Employee Files Program Manager plays a pivotal role in orchestrating and overseeing the health system's centralized digital filing system for employee HR files. This strategic position is responsible for managing the implementation and ongoing operation of the OnBase platform, ensuring compliance with regulatory requirements, and optimizing operational efficiency of the employee document management process.

 

The Program Manager serves as the key liaison between the Talent Care Center (TCC), managers across the health system, and regulatory bodies to ensure proper maintenance and accessibility of employee files. This role demands a unique blend of technical expertise, strategic thinking, and interpersonal skills to effectively manage the transition from decentralized paper-based files to a unified digital system.

 

This position directly contributes to DUHS's commitment to operational excellence and compliance by ensuring the seamless execution of document management processes, maintaining regulatory compliance, and fostering a culture of continuous improvement. The HR Files Program Manager's efforts have a far-reaching impact on organizational efficiency, risk mitigation, and the overall effectiveness of the health system's human resource operations.

 

Duties and Responsibilities:

 

Digital Filing System Implementation and Management:

• • Oversee the implementation and management of the centralized OnBase digital filing system for employee HR files
  • Work with Access Services to coordinate the scanning of existing employee files
  • Collaborate with DHTS OnBase team to optimize the digital platform for employee document management
  • Continuously evaluate and optimize document management processes for efficiency and effectiveness
  • Identify opportunities for automation and technology enhancements in file administration
  • Lead process improvement initiatives to streamline document management workflows

 

Education and Training:

1. • Develop and coordinate comprehensive training programs on uploading and monitoring employee documents and files
   • Create user-friendly training materials, including guides, FAQs, and online resources
   • Conduct training sessions to ensure managers and HR staff understand the digital filing system
   • Address inquiries and concerns related to employee document management, offering timely and accurate information

 

Compliance and Audit Management:

1. • Develop and implement a framework for monitoring and auditing files for accuracy and completion
   • Provide periodic audits of employee files to ensure completeness and compliance
   • Liaise with nursing and nursing support administration regarding certifications and licensures
   • Work with joint commission and other regulatory bodies during visits to ensure compliance
   • Maintain accurate and up-to-date records of employee documents

 

Data Analysis and Reporting:

1. • Analyze document management data and trends to identify areas for improvement
   • Prepare regular reports and metrics related to file completeness, compliance, and system performance
   • Present findings and recommendations to management and stakeholders

 

System Integration and Enhancement:

• • Ensure the smooth functioning of the OnBase platform
  • Work to enhance the capabilities of the platform over time
  • Collaborate with IT and other stakeholders to ensure proper integration with existing DUHS systems
  • Evaluate and recommend technical solutions to improve document management efficiency

 

Required Qualifications at this Level

 

Education

Work requires communications, analytical and organizational skills generally acquired through completion of a bachelor's degree program.

 

Experience

Work requires the ability to plan and administer programs and direct program activities within a specific functional area, generally acquired through four years of relat