The OHSU School of Medicine (SoM) is a vibrant community of educators, students, scientists, clinicians and others working side-by-side to heal, teach, discover and serve. This position is part of the SoM Office of the Dean, which oversees a diverse group of departments, divisions, centers and institutes focusing on OHSU's core missions of education, research and scholarship, clinical practice and community service.

 

The Director, Faculty and Staff Recruitment & Operations is responsible for providing oversight and leadership to multiple managers who oversee teams supporting the School of Medicine and OHSU Practice Plan, partnering with managers and leaders within assigned departments, which collectively include leadership of work across 30+ departments, centers and institutes and approximately 6,000 FTE. This role serves as a key resource and leader on all operational matters associated with faculty and staff recruitment (in close coordination with OHSU Talent Acquisition team), onboarding and retention, working closely with other OHSU departments such as Central HR, HR Business Partners (HRBPs), the Provost’s Office, and the Dean’s Office. This position also partners with SoM and OPP leadership on the oversight and management of usage of locums tenens. This position partners with leaders from outside organizations in support of strategy around recruitment, onboarding, retention, and offboarding of OHSU employees working outside of OHSU.

Key responsibilities include setting direction, strategy and leadership of managers and teams who support faculty and staff recruitment, onboarding, retention and offboarding across the School of Medicine and OHSU Practice Plan. The director is responsible for creating new, efficient, and consistent policies and procedures around faculty and staff recruitment, onboarding, retention and offboarding. The director will develop service level agreements with departments, centers and Institutes and will continuously evaluate performance and process to design new workflows that produce benefits across the School of Medicine. The director collaborates with the OHSU HR team on staffing and recruitment-related matters, ensuring compliance with organizational policies.

This position requires a proactive approach to strategy and development of resources, maintaining effective communication between various departments and leaders. Ensures that all operational activities also align with the strategic goals, policies and procedures of the organization and external partners (CMH, HMC, etc.). Must collaborate with other leaders (HRPBs, Department Administrators, VP, OPP, VP, Ambulatory, etc.) to navigate complex challenges to optimize efficiencies across the School of Medicine and OHSU Practice Plan. Responsible for developing strategy and processes to optimize the very complex task of recruiting and retaining faculty across numerous specialties and subspecialties in an extremely competitive environment.

Recruitment, Onboarding, and Retention Management

• Development of strategy, consistency and workflow around all faculty and staff recrutiment, hiring, onboarding, retention and off boarding processes through the OHSU system. Please note—strategy and workflow of staff operations are those outside of scope of Central HR.
• Provide guidance and development of creation and updates of current, new and existing positions (including Position descriptions, etc.)
• Oversee teams responsible for screening applicants, assisting in setting up interviews with hiring team, gathering feedback from interviews, and conduct reference checks.
• Provides leadership and collaboration with central HR services to ensure that all OHSU policies and procedures are following and implemented. This includes, OCIC guidelines, union contracts, leave reporting and management, payroll, and partner contract management.
• Oversight and development of onboarding and orientation process. Works on strategy with Central HR to ensure that all steps are moving in timely matter.
• Partner with departmental hiring managers, clinic leadership, and outside entities to ensure that information is shared accurately and timely.

Operational Management

• Direct operational managers that provide recruiting, onboarding, employee support, development of offer letters and other resources, including developing policies & procedures, training, organizational development projects for the department.
• Ensure operations and processes across SoM POD teams are consistent and follow standard practices as directed by SoM and OPP leadership.
• Works with Managers to resolve employee matters including counseling and informal & formal resolution of employee complaints, progressive discipline, and employee attendance & performance matters, advise on other matters such as reclasses, transactions, etc.
• Develops and maintains professional relationships with various OHSU departments, senior leaders, as well as internal and external clients, stakeholders and vendors.
• Professionally and proactively responds to customer inquiries representing the department programs and procedures to customers.
• Have an in-depth understanding of assigned Departments and OHSU best practices and procedures which includes needs of clinical, education and research missions.
• Manage the managers workload, and structure. Make processes improvement changes as needed.
• Analyzes and leads process improvement initiatives to reevaluate Operational and Business processes.
• Has in-depth knowledge of School of Medicine, payroll, occupational health, medical staff office, and OHSU HR policies and procedures. 

Employee Support, Continued Professional Development

• Meet with various stakeholders to collect necessary input for the creation of such policies and procedures.
• Assist department leaders with coordination and development of employee training, professional development, work plans and corrective action while following the OHSU and Union guidelines.
• Track and analyze turnover and develop initiatives to improve retention. 

Strategy, Resource Development & Project/Program Management

• Develop strategies, processes and programs that focus on scalability and have a service mindset.
• Develop KPIs and success metrics for the POD group to ensure accountability across the group and with individuals.
• Understand workforce management and growth planning and participate in strategies that affect recruitment and retention.
• Identify new tools, systems and efficiencies to improve the service and performance of the POD team.
• Consult with the assigned teams, Department Administrators/Leaders and the HR teams on various topics or challenges.
• Lead and delegate projects and programs across the managers in the intention of accomplishing towards key business initiatives. Develop a tracker for all moving projects and programs.
• Develop training and communication programs for managers and faculty. Research and recommend training and professional development opportunities for manager and staff. Create and deliver manager training as needed.
• HR SOPs: Develop, gain leadership approval for, implement, educate and enforce HR policies across the organization. 

All other duties as assigned

• Bachelor’s degree in business or related field, or equivalent combination of education, experience and training.
• Minimum of 7 years of related experience, including Organizational Development/Operations.
• Minimum of 3 years of experience directing/supervising employees in a variety of professional levels.
• Experience leading and collaborating in process improvement.
• Excellent verbal and written communication skills including the ability to work with people of diverse backgrounds.
• Professional and attentive customer service skills.
• Ability to efficiently and effectively multi-task and manage many competing demands.
• A sense of urgency, attention to detail, and exceptional organizational skills a must. Working knowledge of state and federal employment laws.
• Demonstrate Core Competencies as established for your position (Leading Self, Leading Others, Leading Leaders, Leading Function).
• Knowledge of Federal, State and local labor laws as well as compensation principles, FMLA/OFLA, collective bargaining and wage and hour.
• Skilled in writing concise, logical, and grammatically correct correspondence, reports, and other written materials.
• Must have experience and working knowledge of best operational practices: recruitment, onboarding, retention, etc.
• Experience in area of compensation, benefit administration, and payroll.
• Excellent ability to speak on a one-on-one or group basis to obtain and clearly convey information.
• Proven ability to effectively manage operational resources (people, supplies equipment, space) to meet both quality and cost expectations/targets.
• Demonstrated exemplary tact, discretion and diplomacy in dealing with sensitive issues and individuals at all levels.
• Demonstrated skill in counseling techniques with sensitivity sufficient to assist in confidential circumstances, and the resolution of problems and conflicts.
• Experience that demonstrates the ability to meet stringent deadlines, undertake multiple priorities concurrently and self-prioritize in a dynamic environment.
• Strong political skills and ability to interface effectively at all levels of the organization.
• Demonstrated understanding and experience with the institutional culture and priorities and ability to adapt and lead in the discipline of family medicine.
• Proven ability to produce, analyze and improve key metrics in the areas of administrative staff performance.
• Excellent interpersonal skills to interact with faculty and investigators, staff, students, and visitors at all levels within OHSU and in the external community.
• Ability to manage and perform multiple tasks under conditions of fluctuating workloads, competing requirements, and changing deadlines.
• Ability to work independently and following through on assignments with minimal direction.
• Advocacy of and commitment to gender equity and diversity.
• Ability to use standard office equipment, computer literacy with sufficient skill and experience in MS Office applications.
• Experience with SmartSheet.
• Ability to perform the job duties with or without accommodation.

• Master’s Degree in related field
• Leadership experience in an academic institution preferred.

• Knowledge and experience in designing and maintaining physician compensation plans.

• Working knowledge of OHSU personnel and payroll policies and procedures.

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.