SHW Administrative and Program Specialist (Program Technician 1)

Department Overview

The Student Health and Wellness Center is seeking a detail-oriented, self-motivated, collaborative and customer-service oriented Administrative and Program Specialist (Program Tech 1) to join our dynamic, innovative and fun clinic. The SHW Administrative and Program Specialist (APS) is a vital member of our team by providing technical support and assistance for all administrative, operational and programming needs of the Student Health and Wellness Center. In other words, this role is essential in keeping SHW running smoothly for our staff, patients and programming. This high-level administrative position requires in-depth knowledge, understanding, implementation and anticipation of the technical administrative 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 APS role requires someone that is proficient, efficient, accurate, and consistent in all tasks, while maintaining a collaborative, customer-service focused, and team-oriented attitude toward department staff, providers, patients, OHSU learners, and other OHSU stakeholders. The APS must demonstrate strong skills in organization, time management, independent and creative problem solving, prompt and professional communication, and a willingness to identify and support administrative and operational improvements.

 

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. Additionally, we follow OHSU's commitment to competitive pay and a comprehensive benefits package (medical, dental, vision, retirement, life and disability insurance, paid-time-off, holiday pay, and employee wellness program).

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 compliance 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 document