Department Manager (Program Administrator 3) - Oregon Health & Science University

Department Overview:

The OHSU Office of the Provost provides strategic and operational oversight of all academic personnel matters, programming, and other issues pertaining to the academic standards and mission of OHSU. The Office of the Provost is the headquarters to five campuses, three regional campuses and various clinical rotation sites within our rural health initiatives. As the chief academic officer for the university, the Provost provides leadership for matters that affect academic programs and outreach involving faculty members, students, and staff members with a focus on student access and success. The Office of the Provost oversees the quality of programs of instruction through collaborative work with vice presidents, executive vice provost, academic deans, vice provosts, deans and numerous other units related to the university. Additionally, the Provost is responsible for overseeing academic and budgetary planning and priorities.

Function/Duties of Position:

Provost Office Administrative and Operational Leadership
Departmental Administrative Leadership
The employee will be responsible for leadership and management of the administrative and operational functions of the Office of the Provost. This includes, but is not limited to:

• Serve as the central resource providing advice and support, as needed, for administrative functions across the schools and units reporting to the Provost to ensure the accuracy, consistency, and efficiency of administrative processes.
• Responsible for key contacts and communications to ensure the efficient flow of information to and from the Office of the Provost and the schools and units that report to the Provost.
• Serve as Space Coordinator, primary timekeeper and ITC and train the administrative support staff to support the units with these functions. 
• Oversight of leadership searches, department academic reviews and leadership orientation.
• Oversight of HR processes: Work with the leaders in the Office of the Provost to research and put together materials, prepare epars, and monitor HR justifications and tracking budget impact changes. Support recruitments and assist with new employee onboarding. Assist with reviewing positions across the continuum for the Executive Vice Provost and serve as a resource to managers. Act as a resource on administrative procedures and provide guidance as needed on matters relating to personnel issues.

Team Management
Provide direct supervision, assign duties, and oversee the training and professional development of administrative support staff to ensure the administrative needs of the Office of the Provost are met.

• Create and maintain a cohesive team culture to provide excellent customer service to all partners and staff of the Office of the Provost. Presently administrative support staff include:
  • Executive Assistant to the Vice Provosts;
  • Administrative Coordinator to the Faculty Senate and GEAHM,
  • Project Coordinator for the Office of the Provost; and
  • Office Specialist.
• Ensure the Office of the Provost office is staffed to ensure needs of the Vice Provosts and Departments leaders are met.
• Perform annual evaluations and create plans for improvements as needed for the team.
• Plan team meetings and gatherings to ensure a cohesive team culture.

Special projects management
The employee will be responsible for leading and working on projects as assigned by the Provost and Executive Vice Provost and assist other leaders with project management as needed.

• Lead projects and initiatives that address key issues and advance priorities of the Provost and Executive Vice Provost, ensuring alignment with University goals and priorities, effective and open communication, and timely completion of work products. Work closely with the Office of the Provost colleagues to plan and staff meetings, forums, and other events that advance the Provost’s agenda and academic administrative activities.
• Coordinate internal or external committees and work groups led by the Provost and Executive Vice Provost or other administrative leaders, to include reviewing materials, researching issues, and drafting briefing memos, charge letters, meeting agendas, reports, and policy documents.
• Continuously identify and manage potential risks and liabilities of multiple projects and serve as the Executive Vice Provost’s point of contact for implementation teams.
• Responsible for communicating outcomes and deliverables to designated sponsors, committees, or partners.
• Coordinate and/or oversee the scheduling of strategic events, meetings, and other requests to balance and address key institutional objectives, including retreats, teambuilding, town halls, and forums.
• Attend meetings as needed to take notes, track action items, follow up to maintain deadlines, and successful completion of projects.

Executive support, Advising, Problem Solving
The employee will be responsible for executive level support services, including, but not limited to:

• Manage the calendar for the Executive Vice Provost Responsible for responding to inquiries in a timely and accurate manner and managing the calendars in a way that appropriately and best meets the needs of all meeting requestors. Back up scheduling for the Vice Provosts.
• Prepare executive meeting documentation. The employee will work closely with the Executive Vice Provost and other partners to ensure all pertinent presentation materials are gathered, organized, and produced as directed.
• Coordinate and staff, academic, operational, and executive meetings.
• Support the Executive Vice Provost’s efforts as needed to ensure the development and implementation of activities and milestones towards achievement of the Office of the Provost’s strategic priorities.
• Partner with the Senior Advisor to the Provost to advise and be a sounding board to the Provost and Executive Vice Provost and other leaders on the status of strategic initiatives; provide thorough research, data, and reporting to ensure successful progression of key priorities.
• Stay well-informed of current and emerging issues in order to optimize the Executive Vice Provost’s time and provide the Executive Vice Provost broad perspective across the Office of the Provost, the campuses, and the units that report directly to the Provost.

Required Qualifications:

Education:

• A Bachelor’s degree in a related area and/or equivalent experience or training.

Experience:

• Seven (7) Years of experience supporting executive-level leaders.
• Seven (7) years of supervisory experience of professional, and clerical staff, including hiring & performance evaluations, progressive discipline, and staff training.
• Seven (7) years’ experience managing, planning and coordinating events; and managing small- and large-scale projects.
• Experience having access to and appropriately handling confidential and sensitive information.

Job Related Knowledge, Skills and Abilities (Competencies):

• Experience using advanced Microsoft Office Suite, Visio, and basic knowledge of Web Development – HTML
  
• Comfortable with basic computer and AV functions e.g. laptop connection to a projector, running a PowerPoint presentation, basic troubleshooting, etc. 
  
• Strong internet research knowledge and computer application skills
  
• Ability to compose, edit, and format correspondence.
  
• Ability to work with co-workers and customers in a professional and service-oriented manner
  
• Ability to work unsupervised and accomplish required tasks and functions as well as understand when to escalate issues to management
  
• Ability to identify, troubleshoot, and resolve problems in an effective manner
  
• Ability to identify recurring support issues and recommend operational or technical changes to resolve
  
• Possess excellent verbal and written communication skills
  
• Possess excellent teamwork skills
  
• Possess excellent time management and detail-oriented skills

Preferred Qualifications:

Education:

• Master’s degree in related field

Experience:

• Experience in higher education or an academic health center environment.

Job Related Knowledge, Skills and Abilities (Competencies):

• Event management experience
  
• Kronos Timekeeping
  
• Oracle
  
• Intermediate to advanced knowledge of web development
  
• Adobe Creative Design
  
• Understanding of FERPA, and experience working in a higher education setting. 

Additional Details:

The employee will occupy an area on the first floor of Baird Hall. A flexible work schedule is required, and travel may be required as needed to support the Executive Vice Provost.

All are welcome:Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.