Healthcare Operations Specialist

Oregon Health & Science University; Portland (OR); On-site; USD 55,000 - 75,000; Full time

Job summary

Oregon Health & Science University (OHSU) is seeking a Healthcare Operations Specialist to optimize staffing, prioritize shifts, and support daily operations across OHSU and Doernbecher Hospitals.

You will collaborate with charge nurses, manage timekeeping for approximately 4,000 employees via Kronos, and handle data entry for reporting while covering on-call and weekend shifts in a fast-paced hospital setting.

Qualifications

• Five years of experience in a clinical or administrative support role in a complex medical environment.
• Ability to work in a high-stress setting, adapt to rapidly changing environments, and respond to multiple events.
• Excellent written and oral communication, data entry, and ability to type 45 words per minute.
• Strong problem solving and critical thinking under tight deadlines.
• Flexible, self-motivated, attentive to detail, comfortable with change.

Responsibilities

• Staffing: Collaborates with charge nurses to assess current and future staffing needs and allocates resources equitably.
• Timekeeping: Manages timekeeping entries for ~4,000 employees and generates reports using Kronos and Excel.
• Data entry: Enters data into scheduling databases to create reports for Patient Care Services Division.
• On-call coverage: Participates with staff in on-call coverage and related duties.
• Other duties: Performs additional duties as assigned.

Education

Bachelor's degree

Job description

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.

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 outs 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

Other Duties As Assigned

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

• 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.

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 [e-mail]