Program Administrator, Practice

Oregon Health & Science University; Portland (OR); Hybrid; USD 90,000 - 130,000; Full time

Benefits offered by this job

Hybrid work schedule

Accommodation assistance

Job summary

Oregon Health & Science University – School of Nursing seeks a Program Administrator to provide advanced program administration and operations support for the clinical practice mission. The role includes oversight of HR transactions, budgeting, and contract management in a matrixed leadership environment.

Responsibilities include supervising staff, aligning workload with compensation plans, and ensuring compliance with clinical regulations and university policies.

Qualifications

• Bachelor's degree or higher with progressive program management experience.
• 5–7 years in academic support, HR and/or finance roles.
• Strong budgeting, reporting, and compliance knowledge.
• Ability to navigate multiple rules and regulations and communicate them clearly.
• Experience supervising staff and coordinating with clinical leadership.

Responsibilities

• Leads day-to-day finance and HR transaction support for clinical practice operations and programs.
• Oversees budgeting processes, projections, expenditures, and financial reporting.

Skills

Program management

Staff supervision

Budgeting

HR transactions

Education

Bachelor's degree

Master's degree

Equivalent combination

Tools

QGenda

InfoEd

Oracle

Rubix

CANDID

Job description

Department Overview

The Program Administrator provides advanced expertise in program administration and operations in support of the School of Nursing's (SoN) clinical practice mission, including oversight of transactional HR processes supporting clinical practice and Advanced Practice Registered Nurse (APRN) programs. This position is part of a matrixed leadership team and partners closely with Program Directors, clinical leadership, and Campus Associate Deans (CADs) to provide integrated support for faculty workload; HR transactions, including FTE and rank changes, labor distributions, and other employment-related actions; academic and administrative policies (OHSU & SoN), HR/operations processes; budgeting and finance; and contract management.

Department Overview

The Program Administrator provides advanced expertise in program administration and operations in support of the School of Nursing's (SoN) clinical practice mission, including oversight of transactional HR processes supporting clinical practice and Advanced Practice Registered Nurse (APRN) programs. This position is part of a matrixed leadership team and partners closely with Program Directors, clinical leadership, and Campus Associate Deans (CADs) to provide integrated support for faculty workload; HR transactions, including FTE and rank changes, labor distributions, and other employment-related actions; academic and administrative policies (OHSU & SoN), HR/operations processes; budgeting and finance; and contract management.

The incumbent leads adminstrative operation execution and develops recommendations to ensure alignment with SoN, university, and clinical regulatory requirements, including billing, compliance, and practice standards. This role supervises staff supporting clinical operations and practice management functions.

This position reports to the Assistant Dean for Strategic Operations (ADSO) with a dotted line to the Sr. Associate Dean for Finance and Administration (SADFA).

Function/Duties of Position

Administrative Operations

• Leads day-to-day finance and HR transaction support for clinical practice operations, graduate programs, and administrative groups ensuring efficiency, consistency, and compliance with SoN, university, and clinical regulations.
• Oversees budgeting processes for clinical practice operations, including developing projections, monitoring expenditures, reconciling accounts, and preparing financial reports for leadership review and decision-making.
• Supports clinical revenue cycle operations, including coordination with billing and coding functions, monitoring financial performance, and identifying variances or operational issues.
• Coordinates provider scheduling processes and tools (e.g., QGenda) to ensure appropriate clinical coverage and alignment with faculty workload guidelines and contractual obligations.
• Leads and supports contract administration processes, including clinical affiliation agreements, practice site agreements, and annual renewals in coordination with SoN leadership and central offices.
• Collaborates with Program Directors, CADs, and clinical leadership to ensure faculty assignments align with workload guidelines, compensation plans, and practice needs.
• Ensures compliance with clinical regulations, documentation standards, and billing requirements in partnership with central compliance and practice management teams.
• Identifies and addresses operational system issues impacting clinical practice and represents the SoN on university-wide and practice-related committees and workgroups.
• Develops and maintains effective partnerships with internal departments, clinical sites, and external partners to support practice operations.
• Serves as a liaison to clinical partners and practice sites, ensuring alignment with SoN standards and operational expectations.
• Advises leadership on interpretation and application of labor agreements (e.g., APU, AFSCME, RWU) and supports compliance within clinical operations.

Compensation

• Collaborates with the ADSO and SADFA to support systems and processes related to faculty and staff compensation.
• Assists in the development and implementation of communication related to compensation practices within the SoN.
• Responds to faculty inquiries regarding compensation, conducts audits as needed, and communicates findings and recommendations.
• Participates in annual salary review and increase processes, ensuring accuracy and alignment with institutional guidelines.

Supervision and Staff Management

• Directly supervises staff supporting clinical administrative operations, including coding, administrative coordination, HR transactions, finance, and practice support functions.
• Recruits, hires, trains, and evaluates staff in accordance with OHSU policies and procedures.
• Assigns and prioritizes work related to clinical administrative operations, finance, scheduling, and contract management.
• Establishes performance expectations and monitors quality, productivity, and compliance with clinical and administrative standards.
• Supports staff development through coaching, training, and performance feedback.

Other

• Participates in special projects and initiatives related to academic operations, financial management, and administrative process improvement in support of the clinical practice and education missions.
• Provides cross-functional support to broader SoN administrative efforts as needed.

Required Qualifications

• Bachelor's degree and seven years of progressively responsible program/project management experience OR
• Master's degree and six years of progressively responsible experience OR
• Equivalent combination of education, training, and demonstrated experience.
• 5-7 years of cumulative experience in academic support, practice support, HR and/or finance positions.
• Strong knowledge of administration and operations work.
• Strong knowledge of financial processes, including budgeting and variance reporting.
• Ability to understand and communicate multiple rules and regulatory practices.
• Excellent organizational, prioritization, communication, and training skills
• Analytical and creative thinking is a must, as is the ability to work independently, problem solve, negotiate, and delegate.
• Demonstrated ability to produce high quality work for multiple simultaneous clients on tight deadlines is required
• This position is 'team' oriented, working cooperatively with faculty, unclassified management, students and research staff on a daily basis, and requires a 'can do' attitude and professional demeanor and appearance
• Excellent interpersonal and leadership skills are required as is experience in customer service.
• Ability to perform the job duties with or without accommodation.

Preferred Qualifications

• Master's degree
• Management Experience
• Proficiency in InfoEd, Oracle, Rubix and CANDID.
• Administrative expertise in clinical practice.
• Experience with QGenda

Additional Details

Hybrid work schedule with a minimum of 2 days of in-person work at a SoN Campus. Some travel may be required to regional campuses (no more than 1x/year per campus). To request reasonable accommodation, contact [e-mail]

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.