Department Overview

Labeled a Magnet Destination Hospital designated by the American Nurses Credentialing Center, we pride ourselves in not only serving our community with the highest of accolades, but pushing a multifaceted mission that strives of excellence within the OHSU Culture.

OHSU is hiring! We offer a variety of benefits on top of joining a thriving organization:

• Medical, dental and vision coverage at low or no cost to employees
• Covered 100% for full-time employees and 88% for dependents
• Several retirement plans to choose from! - Oregon Public Service Retirement Plan and University Pension Plan, voluntary savings plans (403b and 457b)
• Up to 200 hours (equal to 25 full days) a year of paid time off
• 96 hours of sick leave a year (prorated for part-time employees)
• Commuter subsidies
• Tuition reimbursement
• Access to group life insurance, disability insurance and other supplemental benefits
• Annual Raises
• Employee discounts to local and major businesses
• Growth/Development Opportunities

We want you, apply and work with us today! https://www.ohsu.edu/

Flexible Use Space and OHSU Anywhere programs are critical for our goal of allowing all of OHSU's missions to grow and expand patient, research, and educational opportunities without expanding our physical space needs for employees. These spaces will be designated for employees to reserve and work in a clean and safe environment close to where they conduct business. Space will be provided across nine buildings and four campuses across the Portland Metro area for a total of almost 25,000 sq. ft. To ensure that these spaces remain clean, safe and effective, our operational team must visit each location at least once per day and trouble shoot problems as they arise.

The purpose of this position is to provide technical and administrative support to the Flexible Use Space Operations Program. To track compliance with safety and cleanliness standards, distancing where necessary and coordination of rounding activities and maintenance.

The position will coordinate and maintain Flexible Use Space Operational policies and procedural documents not limited to scheduling, managerial and team support, coordination of technical and cleanliness support, managing vendor relationships and expectations, processing purchase-card reconciliations, conducting annual space survey, onboarding new hires, billing, including identifying billing resources and managing IBS for multiple Facilities groups, liaising with groups external to Facilities to ensure quality customer support, timekeeping, supporting, improving, and maintaining flexible use space daily operations.

This position will serve as a liaison between Flexible Use Space and Facilities, including executive leadership, in order to drive the development of Facilities' work instructions, policies, and procedures. This includes writing work instructions, policies, and procedures, and working with SMEs to ensure they are correct and applicable to the task being evaluated, as well as overseeing the presentation and implementation process.

OHSU Facilities supports all missions of OHSU through ensuring patients and staff have the environments they need to do their best work. OHSU Anywhere's Flexible Use Space Program, administered by Facilities, carries these goals out through an even higher service level for our flexible workforce.

Function/Duties of Position

Overview of technical program support & consultation.

• Serves as a communications link within OHSU by reviewing current OHSU wide and Facilities program policies and procedures. Conduct on-site review of program for operational compliance.
• Oversees Office Specialists and flexible use space staff to ensure each space gets rounded daily, information gets relayed back to Program Tech and other stakeholders quickly and efficiently, and staff's work is accounted for. Coordinate schedules for both rounding and Office Specialists support response.

Program Administration & Training.

• Acts as technical policy advisor to staff in program administration; writes technical memorandums and reports, writes and/or revises policy and procedure manual(s); designs and develops program related forms and/or participates in program planning, operational or review meetings. Creating and maintaining deliverables.
• Maintain communications with Strategic Communications Department as well as general OHSU employees. Create documentation such as, how to guides, ground rules, technical support, and training materials. Develops and delivers technical training on program policies and procedures; conducts surveys to identify training needs, prepares training materials; develops and updates training and procedure manuals. Creates internal work instructions, niche training plans, and works to cross-train administrative staff.

Data Analysis.

• Analyzing space usage reports and making recommendations on maintenance, upkeep, and scheduling. Developing and changing the program based on reporting and data from multiple sources.
• Monitors expenditures against departmental budget, prepares necessary documentation for supervisor/approval. Tabulates budgetary data, calculates figures and checks work for accuracy.

Space Management & Operational Review.

• Individually or as a member of a team, conducts on-site review of program operations for compliance with and adherence to written standards; identifies program strengths and weaknesses, problems or areas of noncompliance, and follows through with corrective action; follows up to program operational corrective plan where corrective action is assigned to a technical expert or team.
• Actively managing work orders for all spaces. Working with contracted service providers, OHSU Facilities, and IT to make modifications to locations. Pull information weekly to determine scopes of work and present potential capital enhancements to executive leadership and stakeholders. Ordering all supplies and technology for flexible spaces and tracking all expenditures against budgets.

Miscellaneous.

• Other project work and documentation for the Flexible Space Use program

Required Qualifications

• A bachelor's degree in Business Administration, Management, Public Administration, or a field directly related to the position will substitute for two years of the required experience.

• Three years of experience administering or coordinating parts or subsets of a project or program.

• Valid driver's license with an acceptable driving record in accordance with OHSU policy

• Compliance with Code of Conduct, Respect in the workplace and Applicable policies, procedures and agreements related to position, department or OHSU as a whole

• Must be able to perform the essential functions of the position with or without accommodation

Preferred Qualifications

• Direct experience with process improvement projects spanning multiple fiscal years. Over one year of experience with hospital and research/academic facilities industry.
• Ability to write clear and concise documentation.

Additional Details

Salary Range: $30.27 - $40.92 per hour

• Must be able to walk frequently between campus buildings. Position is 80% on-site at various OHSU Campuses (Marquam Hill, South Waterfront), with 20% remote work available pending needs of the program.

All are welcome