Job Description

Department Overview

The School of Medicine Employment Operations (MEO) group is a centralized, service-driven organization responsible for delivering high-quality faculty recruitment and employment operations across the School of Medicine. MEO partners with academic, research, and clinical departments to support the full employee lifecycle that enables the School to advance its missions of education, discovery, and patient care. Supporting over 30 departments with more than 6,200 employees, MEO plays a critical role in helping the School of Medicine recruit, support, and retain a diverse and exceptional workforce. Joining MEO means becoming part of a collaborative team that values purpose, impact, and growth, and offers the opportunity to contribute meaningfully to one of the nation's leading academic health centers.

Function/Duties of Position

• Across all position responsibilities, source solutions and options for unusual and difficult employment operations issues, identify the preferred solutions and navigate complex work processes to achieve the required outcome. Proactively investigate irregular situations to understand and resolve unidentified issues and problems. Communicate circumstances and solutions to customers and management as appropriate.
• Recruitment Coordination: Coordinates recruiting and staffing efforts in partnership with hiring managers. Advise on the appropriate process and strategy to fill staffing needs. Prepare supporting documentation required for position approval. Submit position for review and approval. Supports the hiring manager through the hiring process, answering questions, providing guidance, following up as needed. Manages iCIMS, ePAR system, finalist process. Supports candidates as needed. Coordinates onboarding and preparation for first day. Provides follow-up support for additional onboarding items that take place after the first day.
• Visas: Coordinates the visa process for new hires, existing employees and visitors/volunteers. Coordinates the collection of forms, documents and information necessary for visa applications and renewals. Advises supervisors and visa holders on the process, timelines and required steps. Works closely with the Office of International Affairs (OIA) to shepherd the visa applications/renewals through the system, following up and coordinating answers as needed. Tracks visa expiration dates, and notifies employees and supervisors on upcoming expirations.
• Employee Records and Compliance: Works closely with supervisors regarding employee life cycle actions and then completes the associated personnel actions, such as terminations, FTE changes, salary changes, job changes, reclassifications, leave of absences. Coordinates with HR records department to resolve issues with employees’ Oracle records and coordinates with Payroll to resolve employee payment issues. Maintain department electronic HR files. Manages tracking and coordination of compliance with employee certifications and training. Submits Faculty Status Request (FSR) forms to SoM Dean’s Office.
• Employee Support: Serves as a point of contact for departmental employment operations questions and processes. Answers and triages departmental employment operations inquiries and/or directs them to the correct resource. Provides functional guidance and education to employees, faculty and leadership. Refers questions and issues outside the scope of this position to the appropriate DA or central office as appropriate.
• Visitors and Volunteers: Manages the onboarding process for visitors and volunteers. Works with supervisor and visitor/volunteer to complete and submit the OVV paperwork. Works closely with the Office of Visitors and Volunteers (OVV) to shepherd the applications/renewals through the system and tracks the process, following up as needed to meet assignment start dates and deadlines. Supports the supervisor and visitor/volunteer by providing information, answering questions, and addressing issues that arise.
• Process Improvement and Team Support: Identifies and proposes opportunities and strategies to improve processes, efficiency and service, and pursues solutions. Participate in, and may lead, improvement initiative efforts, following lean methodology (such as OPEX) where possible. Works closely with team members, sharing knowledge and experience to enhance the team’s effectiveness overall. Trains other team members or department staff in OHSU/department/team processes and policies as needed. Provide coverage and back-up for team members when needed.
• Timekeeping and Leave Navigation: Serves as the primary timekeeper; enters clock corrections, PTO/vacation and sick leave. Assists employees in developing an accrual usage plan for protected leaves and tracks leave absences. Works with employees and other OHSU departments to resolve problems and make corrections. Create timecard reports for managers and send biweekly payroll reminders to employees.
• Professional Development: Identifies and pursues opportunities for professional development. Seeks opportunities to expand knowledge and understanding of the supported departments, across OHSU and within their broader chosen profession. Share new knowledge and skills with team members when appropriate.
• Other responsibilities and special projects as assigned.

Required Qualifications

• Bachelor’s degree in related field, or equivalent combination of education and experience.
• Two years of increasingly responsible experience relevant to the responsibilities of this position. Previous experience in biomedical research and scientific workplaces, ideally in an academic institution.
• In-depth knowledge and expertise with Oracle HR, iCIMS and Kronos.
• Extremely high level of commitment and drive to deliver exemplary service, with self-motivation to identify needs and appropriate solutions.
• Demonstrated understanding and commitment to confidentiality, and appropriate handling of confidential information in any form.
• Strong interpersonal and customer service skills.
• Demonstrated exemplary tact, discretion and diplomacy in dealing with sensitive issues and individuals at all levels.
• Exceptional attention to detail to ensure accurate information.
• Highly organized and proactive to shepherd processes through to completion in a timely manner.
• Excellent interpersonal skills to interact with faculty and investigators, staff, students, and visitors at all levels within OHSU and in the community.
• Ability to write concise, logical and grammatically correct correspondence, reports, and other written materials.
• Ability to speak on a one-on-one or group basis to obtain and clearly convey information.
• Ability to work independently and as part of a team while being collaborative in resolving problems.
• Ability to manage and perform multiple tasks under conditions of fluctuating workloads, competing requirements, and changing deadlines.
• Demonstrated ability to following through on assignments with minimal direction.
• Advocacy of and commitment to equity and diversity.
• Ability to perform the job duties with or without accommodation.

Preferred Qualifications

• Working knowledge of OHSU policies and procedures.
• Working knowledge of Federal, State and local labor laws, as well as compensation principles.

Additional Details

Schedule: Monday – Friday; occasional evenings and weekends as needed to complete work.This position may enter patient care buildings and spaces, in the performance of duties. Additional occupational health requirements and safety training may be required.

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