Oregon Health & Science University
Department Manager-Office of the Provost
Oregon Health & Science University, Portland, Oregon, United States, 97204
Department Manager-Office of the Provost
1 day ago Be among the first 25 applicants
Oregon Health & Science University provided pay range This range is provided by Oregon Health & Science University. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.
Base pay range $93,300.00/yr - $149,000.00/yr
Direct message the job poster from Oregon Health & Science University
Sr. Talent Acquisition Partner @ OHSU | Veteran | Milcruit Department Overview The Office of the Provost is responsible for carrying out the academic mission of OHSU, providing vision, creating strategies, and prioritizing resources to ensure the quality of the mission. In doing so, the office works closely with the executive vice provost, the Office of Student Affairs, Enrollment Management, Education Innovation and Improvement, Office of Rural Health, deans, faculty, students, and staff to enhance academic excellence, student success, and the university's academic profile.
Reporting directly to the Executive Vice Provost, the Office of the Provost Department Manager is responsible for providing administrative and operational leadership for the Office of the Provost. The department manager coordinates and advances the work of the office, ensuring operational efficiency and effectiveness, supporting its strategic goals, and enhancing the office’s reputation across all missions. In addition, the manager develops, implements, and oversees an efficient operational flow, manages a team of support staff ensuring they are well‑trained, and provides quality customer service to the departments under the Office of the Provost. This position keeps the Provost and Executive Vice Provost apprised of opportunities, challenges, and needs through strategic engagement with students, staff, and faculty groups and provides strategic advice to the Executive Vice Provost with a high level of integrity and discretion in sensitive and confidential matters.
Please include a cover letter with resume/CV.
Responsibilities
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. Lead recruitments and new employee onboarding. Review 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. Oversight of leadership searches, department academic reviews and leadership orientation.
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.
Serve as liaison and coordinator for emergency preparedness for the Office of the Provost. Participate on Research/Academic Emergency Management Committee and work with office staff to conduct exercises.
Team Management
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: (i) Executive Assistant to the Vice Provosts; (ii) Administrative Coordinator to the Faculty Senate and GEAHM; (iii) Project Coordinator for the Office of the Provost; and (iv) Office Specialist.
Ensure the Office of the Provost office is staffed to ensure needs of the Vice Provosts and Department 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.
Executive support, Advising, Problem Solving
Manage the calendar for the Executive Vice Provost. Responsible for responding to inquiries in a timely and accurate manner to best meet the needs of the Executive Vice Provost and meeting requestors. Back up scheduling for the Vice Provosts.
Prepare executive meeting documentation. The employee works 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 to the Provost.
Special projects management
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.
Required Qualifications
Bachelor’s degree and seven years of progressively responsible program/project management experience OR
Master’s degree and six years of progressively responsible experience OR
Equivalent combination of education, training, and demonstrated experience
Must have experience using advanced Microsoft Office Suite, Visio, and basic knowledge of Web Development – HTML
Must be 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 elevate 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
Ability to perform the job duties with or without accommodation.
Preferred Qualifications
Master’s degree in related field
Experience supporting executive‑level leaders
Experience managing including hiring, training/onboarding, performance evaluations and progressive discipline
Experience planning and coordinating events; and managing small‑ and large-scale projects
Experience having access to and appropriately handling confidential and sensitive informationEvent 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. Hybrid work schedule (partial in‑person and partial remote).
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.
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Oregon Health & Science University provided pay range This range is provided by Oregon Health & Science University. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.
Base pay range $93,300.00/yr - $149,000.00/yr
Direct message the job poster from Oregon Health & Science University
Sr. Talent Acquisition Partner @ OHSU | Veteran | Milcruit Department Overview The Office of the Provost is responsible for carrying out the academic mission of OHSU, providing vision, creating strategies, and prioritizing resources to ensure the quality of the mission. In doing so, the office works closely with the executive vice provost, the Office of Student Affairs, Enrollment Management, Education Innovation and Improvement, Office of Rural Health, deans, faculty, students, and staff to enhance academic excellence, student success, and the university's academic profile.
Reporting directly to the Executive Vice Provost, the Office of the Provost Department Manager is responsible for providing administrative and operational leadership for the Office of the Provost. The department manager coordinates and advances the work of the office, ensuring operational efficiency and effectiveness, supporting its strategic goals, and enhancing the office’s reputation across all missions. In addition, the manager develops, implements, and oversees an efficient operational flow, manages a team of support staff ensuring they are well‑trained, and provides quality customer service to the departments under the Office of the Provost. This position keeps the Provost and Executive Vice Provost apprised of opportunities, challenges, and needs through strategic engagement with students, staff, and faculty groups and provides strategic advice to the Executive Vice Provost with a high level of integrity and discretion in sensitive and confidential matters.
Please include a cover letter with resume/CV.
Responsibilities
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. Lead recruitments and new employee onboarding. Review 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. Oversight of leadership searches, department academic reviews and leadership orientation.
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.
Serve as liaison and coordinator for emergency preparedness for the Office of the Provost. Participate on Research/Academic Emergency Management Committee and work with office staff to conduct exercises.
Team Management
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: (i) Executive Assistant to the Vice Provosts; (ii) Administrative Coordinator to the Faculty Senate and GEAHM; (iii) Project Coordinator for the Office of the Provost; and (iv) Office Specialist.
Ensure the Office of the Provost office is staffed to ensure needs of the Vice Provosts and Department 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.
Executive support, Advising, Problem Solving
Manage the calendar for the Executive Vice Provost. Responsible for responding to inquiries in a timely and accurate manner to best meet the needs of the Executive Vice Provost and meeting requestors. Back up scheduling for the Vice Provosts.
Prepare executive meeting documentation. The employee works 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 to the Provost.
Special projects management
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.
Required Qualifications
Bachelor’s degree and seven years of progressively responsible program/project management experience OR
Master’s degree and six years of progressively responsible experience OR
Equivalent combination of education, training, and demonstrated experience
Must have experience using advanced Microsoft Office Suite, Visio, and basic knowledge of Web Development – HTML
Must be 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 elevate 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
Ability to perform the job duties with or without accommodation.
Preferred Qualifications
Master’s degree in related field
Experience supporting executive‑level leaders
Experience managing including hiring, training/onboarding, performance evaluations and progressive discipline
Experience planning and coordinating events; and managing small‑ and large-scale projects
Experience having access to and appropriately handling confidential and sensitive informationEvent 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. Hybrid work schedule (partial in‑person and partial remote).
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.
#J-18808-Ljbffr