Performs a wide variety of technical tasks in support of the Division of Rehabilitation Services.
Responsibilities include but are not limited to: scheduling of staff, processing of time corrections, accurate tracking of operational metrics such as payroll and financial reporting, opening/ closing templates in the electronic health record, reporting and promoting efficiency in these tasks; and accurate tracking of operational metrics and reporting.
Schedules meetings, orders equipment and supplies, uses the electronic health record for scheduling and reporting, supports onboarding requirements and ongoing support of HR and regulatory requirements and supports content on the website.
Requires a high level of attention to detail, accuracy of work, use of several systems, and confidentiality.
Promotes scheduling of staff. This includes scheduling in software (Qgenda) for outpatient and use of other software such as Microsoft Office in acute and pediatric areas. This also includes template management to align with the schedule and reporting.
Processes time corrections and promotes best practices for payroll accuracy and efficiency (Kronos); and creates and disseminates reporting to promote effectiveness.
Serves as a back up administrative coordinator by ordering equipment and supplies, creating requisitions within Oracle and promoting prompt reconciliation of purchasing orders for payment and reconciliation of purchasing card for same.
Promotes clear systems for communication of needs and regular inventory, ordering process to ensure needed items obtained. Works within parameters of budget and notifies manager if outside parameters.
Promotes onboarding of new staff and ongoing competency in meeting regulatory / HR compliance. Gathers, analyzes and reports compliance information including staff productivity and other metrics.

Requirements

Four years of general office or secretarial experience; OR An Associate’s degree or certificate in office occupations or office technology and two years of general office or secretarial experience; OR A Bachelor’s degree and two years of general office or secretarial experience; OR An equivalent combination of training and experience.
Additional certifications may be required based on the specific department the position resides in, as indicated by the position description.
Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience.
Bachelors degree in a business field and 6 months of experience that included analytical, database, spreadsheet and/or financial experience, technical writing, OR Associates degree in a business field plus two years of experience that included analytical, database, spreadsheet and/or financial experience, technical writing, quantitative analysis or use of statistical principles; OR Four years of experience that included analytical, database, spreadsheet and/or financial experience, technical writing, quantitative analysis or use of statistical principles; OR An equivalent combination of education, training and/or experience.
Healthcare experience with data management and use of computer systems.
OHSU technical systems knowledge / experience.
Database management Microsoft Office Epic – electronic health record Oracle Website updating SmartSheets

Benefits

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Applicant Tracking System Keywords

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Hard Skills & Tools

data managementanalytical skillsdatabase managementfinancial reportingtechnical writingquantitative analysispayroll accuracytemplate managementreportingconfidentiality

Soft Skills

attention to detailcommunicationorganizational skillsproblem-solvingtime managementteam collaborationadaptabilitycustomer serviceleadershipsupporting onboarding

Certifications

Associate’s degree in office occupationscertificate in office technologyBachelor’s degree in business fieldOHSU Administrative Internship Program