Administrative Systems Manager job vacancy in Oregon Health & Science University (Portland, OR 97239)

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Company name : Oregon Health & Science University
Location : Portland, OR 97239
Position : Administrative Systems Manager

Description :
Department Overview:

The Center for Evidence-based Policy is a national leader in evidence-based decision making and policy design. Its mission is to “address policy challenges through evidence and collaboration”. The Center works with federal, state and local policymakers in more than 25 states to use high-quality evidence to guide decision-making, maximize the value of resources and improve health outcomes. The Center does not lobby, and does not accept funding from industry, advocates, or trade associations. Though embedded within OHSU, the Center is entirely self-supporting.

In fulfilling its mission, the Center both identifies existing research relevant to the needs of decision makers in government and nonprofit sectors, and conducts original research that provides evidence to inform policy questions. The Center facilitates collaborations of like-minded parties interested in using evidence in decision-making and engages a wide range of relevant stakeholders in policy development.

We are committed to an inclusive workplace that celebrates and values diversity of age, race, ethnicity, gender identity, sexual orientation, physical and mental ability, and perspective. We are dedicated to continuous improvement that enables inclusive collaboration among staff with diverse skills and perspectives with the goal of enhancing quality and accessibility of our work for our clients. The Center promotes leadership that inspires innovation, motivates people to perform at their highest levels, and makes the Center a great place to work.

The Administrative Systems Manager is responsible for 1) managing and overseeing the Center’s administrative systems, 2) designing and directing operational workflows, 3) developing tools and processes to support the Center’s work, and 4) working with the Technical Assistance Director and project leads, Research Directors and others to ensure effective processes are in place to administer and coordinate projects and programs of the Center. With the goal of optimizing effectiveness and efficiency, the position manages and oversees system processes and procedures, administrative and operational systems, and ensures high quality and timely deliverables. The ability to work in a collaborative, team environment, and build strong relationships with clients and team members is essential to this position.
Function/Duties of Position:

Managing and overseeing the Center’s administrative systems, including:

Responsibility for administrative and operational systems of the Center, including long-term planning, overseeing daily operations, delegating, facilitating and managing.
Responsibility for ensuring that the Center’s standalone graphic/brand identity is consistently represented in all visual content and intellectual property, including printed materials, website development, and visual components.
Designing and implementing processes and policies that support efficient service delivery and meet the Center’s changing needs
Developing and using analytics to measure efficiency and drive continuous improvement.
Developing operational and workflow systems and training staff.
Developing, leading and promoting systems that ensure positive interaction between research, policy, administrative and leadership staff.
Assessing, recommending, and leading efforts to increase efficiency and effectiveness of administrative systems.
Developing, generating and overseeing workflow processes.
Managing workplace organization so that workflow is streamlined.
Liaison between staff and leadership related to systems development and continuous improvement.
Provide IT and media services management for all Center IT needs including multiple websites with domains independent of OHSU, both public and proprietary. Direct and oversee application of all Center software, including the MED/DERP clearinghouses. Coordinate with customers, staff and OHSU’s ITG, Web Strategies and/or outside vendors to determine needs and scope projects and develop project plans. Procure, direct and manage vendors for systems completion, including overseeing the creation of graphics and visualizations, functionality needs and all requirements/final products.
Manage and oversee functionality of the Center’s public website, and other Center specific project websites, which have domains and customer-driven requirements independent of OHSU. Coordinate as needed with OHSU ITG.

Design and Direct Operational Workflows, including:

Develop, oversee and manage the Center workflow systems for effectiveness and efficiency, including transparency and navigation across all work products across the Center.
Assign staff/FTE to projects to provide transparency to the Leadership Team and Center team members.
Develop and implement fiscal/program reconciliation in conjunction with the Department Administrator.
Summarize Center wide contracted projects for internal communications.
Develop and administer central repositories, including:

Data visualization tools and templates
Project charter and management tools

Establish and document Quality Improvement processes and provide Quality Assurance related to the Center’s workflow and administrative systems.
Establish and direct the process for accessing graphic design & data visualization processes and people.

Design and Direct Effective and Efficient Internal Service Functions, including:

Facilitate HR actions for the Center in conjunction with the Department Administrator.
Serve as department lead for all Center Professional Service contracts.
Sets up Center purchase orders and requisitions as needed.
Develop and oversee onboarding and orientation process for new staff, coordintating with staff supervisors as necessary.
Develop and manage effective timekeeping processes across multiple staff classification categories.
Provide coordination/direction and oversight for the office environment including: conducting discussions with building management and Facilities on maintenance issues, health concerns, and space needs; manage and direct office space changes including space design, computing, telephone/teleconference, and furniture needs and installations. Oversight of the annual space survey is completed timely and accurately in accordance with the Space Planning department.
Oversee supply and vendor procurement contracts.
Manage internal service operations, serving as the department network contact and telephone counselor with ITG. Complete all telecomm and computer orders and maintenance/upgrades to hardware and software. Track all software licenses to ensure the Center is in compliance. Has authority to order all supplies & IT equipment as required, and surplus equipment as it becomes outdated. Acts as a resource for problem solving and questions.

Work with the technical assistance director, project leads, research directors, and others to ensure effective processes are in place to administer and coordinate projects and overall Center workflows, including:

Direct and oversee processes and tools to meet the operational needs of planning, executing and evaluating the Center’s projects, including project templates, checklists, staffing plans, tracking documents, across all Center projects and systems.
Develop, manage and oversee systems to continually improve administrative processes, policies and tools.
Develop mechanisms to evaluate systems success and collect feedback; use findings to fuel continuous improvement.
Implement management tools and processes in a consistent way across diverse array of Center systems, customers and projects with a focus on continuous improvement.
Manages processes and tools to collect client and staff feedback and ensure information is used to continuously improve systems and operations

Provide timely reporting and feedback to leadership team regarding system timelines, obstacles, and opportunities across all of the Center – not project specific. Contributes to Center planning by forecasting project, infrastructure, personnel, and other project needs. Engages as a team player with all Center staff, modeling open communication, a positive attitude, and a commitment to the Center’s vision, mission, and values. Provides support for other Center projects and operational initiatives as assigned and on an as needed basis. Support the development of new and changing systems.

Must be able to perform the essential functions of the position with or without accommodation
Required Qualifications:

Bachelor’s degree in public administration, project management (or similar field) or equivalent experience
Five years’ experience in project management in the health industry or in government
Minimum 2 years of office administrative experience and supervisory experience required with bachelor’s degree
Experience managing complex collaborations with multiple and diverse stakeholders and partners
Understanding of and experience with public sector budgeting and finance
Ability to facilitate group meetings, engaging participants in dialogue and build consensus
Strong organizational skills and the ability to manage multiple and competing deadlines and time pressures
Experience managing multiple and concurrent projects
Excellent written and verbal communication skills
Experience developing, negotiating and managing contracts and/or memoranda of understanding
Demonstrated ability to promote internal collaboration, and engage as a team player
Ability to work both independently and in team environments
Any current and direct relationship with any medical equipment or technology vendor, pharmaceutical company or any pharmaceutical company subsidiary will be considered a conflict of interest and disqualify an applicant
Must be able to perform the essential functions of the position with or without accommodation
Preferred Qualifications:

An advanced degree in public administration, project management (or similar field) or equivalent experience
10 years’ experience in project management in the health industry or in government
4 years of office administrative experience and supervisory experience
Experience working with government policy-makers
Familiarity with the tenets of evidence-based and value-based policy development and/or health care
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.

As an organization devoted to the health and well-being of people in Oregon and beyond, OHSU requires its employees to be fully vaccinated against COVID-19.

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