Project Coordinator at Oregon Health & Science University in Portland, Oregon

Job Description:

Oregon Health & Science University

Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.


Project Coordinator

US-OR-Portland

Job ID: 2024-31604
Type: Regular Full-Time
# of Openings: 1
Category: Human Resources
Portland, OR (Waterfront)

Overview

The Employee Program Manager is a new role that will be critical to the growth and success of the OHSU Knight Cancer Institute. The Employee Program Associate manages critical programs (that can be everchanging as business initiatives change and programs become automated) and will act as the support person for all employee services across the assigned work units (500 employees MAX). They will need to be adaptable to change, able to execute key program initiatives assigned to them autonomously, have critical thinking on resolving or triaging various requests, and maintain exceptional service standards for the set work units in partnership with the Administrative Operations team. This is a dynamic opportunity for an individual that is eager to grow with a great organization. This role reports to the SR HR Manager, collaborating with various employees across the organization.

1. Clinical Operations Onboarding (Subject to change based on business need with 90-day notice or new hire preference)

For all Programs:

• Manage the initiation, development, and metrics for programs that revolve around recruitment, branding, and front-line manager development.
• Tracking all costs, budgets, and success metrics for program sustainability.
• Constantly evaluate, recommend, and improve programs to the best version possible.
• Coordinating all collaborators to ensure there is alignment and the programs are executing and improving by maintaining a tracker and owning the vision
• Own and lead process and program documentation
• Ensure data quality and create and distribute reports
• Collect feedback on processes and collaborate to devise creative solutions and continually update processes to match the needs of CEDAR and its employees
• Build tools (e.g., web pages, Smartsheets, Confluence pages) and documents to communicate, deploy, and administer established policies and guidelines
• Answer employee questions, gather feedback from employees, and communicate the feedback to Leadership to promote the continual refinement of guidelines and policies

Initial Programs for Recruitment (subject to change based on business need):

• Clinical Onboarding Program – Develop the 90 day to 6 month clinical onboarding training program across all roles either by classification or another method that works for the groups.
• Clinical Training – Develop training materials for onboarding and skills training across the organizations.
• Ad Hoc or Additional Manager Development Programs – Availability to be added as program manager at the request of the Sr HR Manager. – 5%

2. Additional Program and Project Management decided by SR HR Manager, Clinical Leadership, or other Leadership:

• Manage the initiation, development, and metrics for programs that revolve around recruitment, branding, and front-line manager development.
• Tracking all costs, budgets, and success metrics for program sustainability.
• Constantly evaluate, recommend, and improve programs to the best version possible.
• Coordinating all collaborators to ensure there is alignment and the programs are executing and improving by maintaining a tracker and owning the vision.
• Own and lead process and program documentation.
• Ensure data quality and create and distribute reports.
• Collect feedback on processes and collaborate to devise creative solutions and continually update processes to match the needs of assigned groups and its employees.
• Build tools (e.g., web pages, Smartsheets, Confluence pages) and documents to communicate, deploy, and administer established policies and guidelines.
• Answer employee questions, gather feedback from employees, and communicate the feedback to Leadership to promote the continual refinement of guidelines and policies.

3. Business Unit Team Liaison – HemOnc/CBU:

• Primary liaison between assignment work units within the Knight Cancer Institute with the Knight HR Leadership team
• Ensure all HR, Recruitment, or Culture requests from the assigned work units are being assigned, progressed, delegated, or completed.
• Provide general support for recruitment tasks
• Consult on various cases and use critical thinking techniques to resolve/triage requests or issues autonomously
• Develop paperwork for various requests with managers to support business needs
• Work with the administrative operations team to ensure all transactional requests are complete.
• Manage tracking of all open items related to HR, Recruitment, and Culture to ensure the service expectations are high to ensure customer happiness and loyalty
• Support the transition of new processes and team changes that supports business initiatives
• Ad hoc programs, projects, or requests related to the local work units' strategies to ensure HR, Recruitment, and Culture are not blocking business success.
• Ad hoc requests from central services, the Knight HR leadership, or work unit leaders.

Responsibilities

Education & experience:

• Bachelor's degree or Program Management or Coordination or general administrative support of various programs experience of 4-6 years of equivalency (Relevant certification to reduce # of years of experience).

Knowledge, skills, and abilities:

• 3+ years of HR support experience as it relates to projects, programs, or processes
• 2+ years’ experience coordinating projects or programs
• 1+ years of experience working with the oncology group and the HR team ton ensure an optimal experience
• 1+ years of expereince support faculty (Clinical focused) recruitment strategies for the oncology group
• Experience managing various stakeholders to ensure programs are being accomplished
• Expertise in organization and execution with the ability to decipher when to execute
• Ability to prioritize through a large workload to ensure the most essential items are being completed
• Ability to execute and adapt to changes at a moment's notice
• Established relationships within the OHSU Knight Cancer Institutes to help improve the employee and people manager experience
• Positive and transparent demeanor to be able to overcome challenges
• Ability to prioritize multiple tasks at one time
• Excellent communication, analytical and organizational skills: both written and verbal
• Ability to work independently and as part of a team while being collaborative in resolving problems
• Intermediate skills with Microsoft Office (Excel, Outlook, Access, Word, and PowerPoint) on Window OS. Ability to accurately type 60wpm
• Must have demonstrated excellent customer service skills both on the phone and in person
• Must possess energy and drive to coordinate multiple projects simultaneously
• Ability to use tact and diplomacy to maintain effective working relationships

Qualifications

• PMP certification
• HR Certification (PHR, SHRM-CP, etc.)
• 6-8 years of program coordination experience for more than two to four programs at a time

PI250586084

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