Department Overview:
The Healthcare Operations Specialist facilitates optimal usage of finite nursing personnel to support the daily operations of OHS and Doernbecher Children’s Hospitals. Must be able to use independent judgement to prioritize and strategize to make equitable decisions within tight timeframes, and engage in continual problem solving to maintain safe patient to staff ratios within a rapidly changing hospital environment. This position is responsible to the Healthcare Mission. This position performs staffing and timekeeping activities as well as other administrative duties on a variety of shifts, including weekends and holidays. Flexibility is required to cover all shifts and on call as needed to accommodate vacations, ill calls and holiday coverage. This is a non-patient care area.
Function/Duties of Position:
Staffing:
- Collaborates with charge nurses to assess current and future staffing needs.
- Triages requests and works collaboratively with Mission Control and the Administrator on Duty group to meet hospital and operational needs.
- Uses extensive knowledge of OHSU Health’s complex patient population, procedures and protocols to correctly and equitably allocate available resources in accordance with clinical guidelines and/or collective bargaining agreements, when and where relevant.
- Complete staffing activities within tight time frames dictated by collective bargaining agreements.
- Provide complete documentation of issues surrounding shift staffing to alert supervisor and manager of items needing management follow up.
- Accurately enter data into scheduling database to facilitate the creation of reports for the Patient Care Services Division.
- Participate with other staff in on-call coverage.
- Participate with other office staff in on call coverage.
Other duties as assigned:
- Create documents, including letters, standard work, training materials, etc., using MS Word.
- Create spreadsheets using MS Excel.
- Update competencies as information is received.
- Read and reply to questions and emails on each worked shift.
- Solicit availability from Float Pool and other patient staff as requested, using available texting technology.
Timekeeping:
- Utilize knowledge of timekeeping processes to complete entries for approximately 4,000 employees, including unusual circumstances and bargained agreements specific to individual areas. These entries include clock in’s and out’s, completing historical adjustments, entry of vacation cash out’s and special check requests, all per established protocols.
- Run KRONOS reports as requested, including manipulating data in Excel versions of reports
- Serve as resource for Float Pool and unit staff regarding payroll procedures and KTM usage
- Serve as resource for unit management staff for payroll and timekeeping questions
Required Qualifications:
- Five years of experience in a clinical or administrative support role in a complex medical environment; may consider five years of experience in a dynamic office environment with similar responsibilities, or three years of experience in either setting and a Bachelor’s degree.
- Demonstrated ability to work in a high stress setting, to adapt to rapidly changing work environment, and to respond to multiple complex events simultaneously.
- Requires excellent written and oral communication, database skills, and ability to type 45 words per minute.
- Demonstrated ability to problem solve and use critical thinking skills under tight deadlines.
Must be flexible, self-motivated, accustomed to frequent interruptions, attentive to detail, and comfortable with change. - Proven ability to work in teams and as well as independently.
Preferred Qualifications:
- Education and Experience: High school diploma or GED is required.
- Bachelor’s degree
- Proficiency in medical terminology
- Proficiency in KRONOS and/or Oracle
- Understanding of ONA and AFSCME contracts or collective bargaining agreements
Additional Details:
- Frequent need to complete activities with tight time frames, quick turn-around’s. Occasional exposure to angry or upset individuals. Frequent exposure to workplace stressors, including excessive auditory and visual stimulation.
- Frequent need to sit at computer terminal for long periods of time. Frequent need to walk throughout the hospital to attend meetings, deliver documents, etc. Constant exposure to usual hospital environmental conditions.
Why apply to OHSU?:
We are Oregon's only public academic health center.
In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington.
All are welcome.
OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply.
To request reasonable accommodation, contact askhr@ohsu.edu
