Program Administrator

Oregon Health & Science University•Portland, OR

1d•Hybrid

About The Position

The Pharmacy Front Office Program Administrator supports assigned programs through administrative coordination, logistics, and project support. Ensures efficient daily operations and contributes to the planning and evaluation of program activities. The Program Administrator provides confidential coordination support to the OHSU Chief Pharmacy Officer/Senior Vice President of Pharmacy Services, managing the needs of the office and serving as a communication link not only between the CPO/SVP and the staff, but also between the CPO/SVP and other OHSU administrators, most specifically, the Pharmacy Services Human Resources Business Partner/Director of HRBP. This position requires a high degree of confidentiality, sensitivity and tact, as well as a thorough knowledge of programs and policies affecting the operations of OHSU. The incumbent acts on behalf of the CPO/SVP when scheduling and arranging appointments, meetings and conferences, and when performing special projects or assignments. This position emphasizes advanced technical knowledge and attention to detail and coordinates administrative work and activities to ensure a smooth flow of services and operations in Pharmacy Services. Programs and projects supported by this position include trainings, workshops, meetings, and conferences, as well as performing departmental program and asset audits on a regular basis with a high degree of accuracy and timeliness. This position will collaborate with departmental and institutional compliance SMEs, as well as budget owners when applicable. The Program Administrator will also provide Pharmacy project support, including charter and timeline assistance, and identify and implement process improvement opportunities within those projects as well as regular departmental function areas.

Requirements

Bachelor’s degree and two years of experience leading projects OR Associate’s degree and three years of experience leading projects OR Equivalent combination of education, training, and experience.
At least three years of administrative support experience supporting a team of 10 or more.

Nice To Haves

Master’s degree in Business Administration or other related field
Experience as a project coordinator and/or project manager
Proficiency with all Microsoft Office products (emphasis on Outlook, Word, Excel, Visio); OHSU Oracle applications (iExpense, HRE preparer, HRE PAR, etc.)

Responsibilities

Works directly with Chief Pharmacy Officer/Senior Vice President, Pharmacy Human Resources Business Partner, and all Pharmacy Directors to coordinate and support departmental programs. Support includes scheduling meetings, taking minutes, recording action items, and implementing project plans related to those program needs.
Work will include collaborating on project charter development, serving as a project coordinator with tracking deliverables from project participants, and strict adherence to deliverable due dates.
Handles sensitive program materials with strict confidentiality, discretion, and professionalism.
Program support will include financial details, such as making travel arrangements, coordinating material purchases, and tracking all related financial details.
Maintains department documentation related to financial and compliance functions, including audits of monthly service billing statements, department access records, and all transaction records for department purchases and reimbursements.
Owns the Front Office record keeping system, with a focus on archiving duplicate or outdated materials, and improving accuracy, recency, and searchability.
Maintains reports with all required data which can be furnished upon request.
Aids with department finance management and staffing plans, FTE allocation data, and is well- versed in Labor Distribution and Labor Scheduling processes in Oracle.
Works closely with Pharmacy Front Office Human Resources SME for all record keeping, as well as maintaining annual schedules pertaining to license renewals and verifications, resident and intern onboarding/offboarding, and other regular record-keeping functions related to personnel.
Works closely with Pharmacy SMEs during accreditation events, including meeting coordination, and facilitating communication between stakeholder groups.
Responsible for recording action items, questions, and facilitating information sharing across silos.
Works closely with Pharmacy Residency Program, including program Directors and Coordinators, and collaborates with Chief Resident during their annual rotation.
Works closely with functional area leads (timekeeping, protected leaves management, purchasing, licensing/credentialing, and human resources) to serve as a backup for major task areas when needed, and to record current processes and seek out improvement opportunities.
Assists with maintenance schedule of the Front Office Resource Manual, publishing all updates in a timely manner.
Has a working understanding of classified OHSU contracts, including AFSCME and ONA, to facilitate communication and maintain effective department operations.
Assists with on-site onboarding on a regular rotation.
Supports department mail processing, including secure management of financial documents.
Other Duties as Assigned