Budget & Position Management Coordinator (Administrative Specialist 2) - Oregon State Hospital, Salem Campus

State of Oregon • Salem, OR

8d • $4,312 - $5,988 • Hybrid

About The Position

The Oregon State Hospital (OSH) is seeking a Budget and Position Management Coordinator to join our team in Salem. The Budget and Position Management Coordinator plays a vital role in supporting Oregon State Hospital’s organizational structure by expertly managing the procedures, processes, reports and other functions of the Budget & Position Management team. This work involves developing and overseeing complex procedures, audits, reports, and other administrative tasks that provide essential support and insight for hospital fiscal, position management, and contracting functions. The incumbent ensures accurate and consistent information within Budget & Position Management files, reports, processes, procedures, desk manuals, datasets, and systems such as Workday, CPD, contract trackers, and fiscal documents. With a strong focus on accuracy, compliance, and alignment with policies, procedures, and bargained agreements, the incumbent helps maintain the integrity of OSH’s workforce data and supports informed decision making across the organization. This position is a key part of Oregon State Hospital's Finance and Administrative Operations, reporting directly to the Director of Budget & Position Management. The Budget & Position Management department is responsible for planning, organizing, and overseeing all aspects of budget preparation and execution, position management operations, contract management, management of the Complementary Personnel Database (CPD) operations, and management of multidisciplinary staffing plans across the hospital system. This position is eligible for a hybrid schedule, with manager approval after initial onboarding and training; Tuesday’s will remain a mandatory in office day.

Requirements

• Three years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR
• An associate degree in general office occupations AND two years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR
• An equivalent combination of education and experience.

Nice To Haves

• Excellent customer services skills with the ability to effectively communicate detailed information, both orally and in writing, to a broad spectrum of executive, management, professional, technical and administrative employees within and outside of the agency.
• Experience creating detailed operation processes, procedures, desk manuals and workflows.
• Experience analyzing, modifying, auditing and entering data accurately and creating reports.
• Advanced skills in data management including trackers, Databases, Workday or Human Capital Management Systems, and others
• Written communication must be at a professional level with attention to grammar, spelling and punctuation.
• Experience working in a fast-paced environment with frequent interruptions, managing time effectively, adapting to changing priorities, and meeting deadlines.
• Advance technical skills; Excel, Visio, Outlook, and other administrative tools.

Responsibilities

• Conduct research and complex data analysis across budget, fiscal, contract, personnel, and position datasets to produce reports and insights that support decision‑making by OSH leadership.
• Develop and deliver high‑quality reports, visual tools, org charts, and other published materials using Excel, Visio, and various data platforms.
• Create, maintain, and enhance procedures, workflows, Standard Work instructions, forms, and OWL pages to support consistent and efficient operations.
• Collaborate with analysts and leaders, participate in cross‑department workgroups, and provide informed recommendations on Budget & Position Management processes and operational goals.
• Perform accurate data entry, modification, and analysis across CPD, Workday, contract systems, and fiscal tracking tools, ensuring timely and precise updates to position, personnel, contractor, and organizational records.
• Audit and reconcile data between systems (including CPD, Workday, contract trackers, fiscal spreadsheets, and OSH’s time and attendance system) to verify accuracy, completeness, and consistency.
• Identify and resolve data discrepancies by collaborating with CPD administrators, developers, HR staff, and other stakeholders to correct errors and improve data integrity.
• Maintain reliable datasets and documentation by conducting ongoing audits, evaluating data conditions, and ensuring alignment across Fiscal, Contract, and Position Management files and data tables.

Benefits

• Full-time, permanent position
• SEIU represented
• Hybrid schedule eligible (with manager approval after initial onboarding and training)
• Criminal records check and drug screen required
• Skills assessment may be utilized

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree