EdCOMM’s professional staff offers a wide variety of services internally to Oregon Health & Science University schools and departments and external audiences. EdCOMM staff are experts in creative video production, photography, videoconferencing, and event and classroom AV support. Additionally, EdCOMM facilitates the scheduling and multimedia support of key rooms across OHSU and ensures common-use, common-access conference, and classroom space are allocated to best meet the business needs of a variety of OHSU departments. EdCOMM is overseen by EdCOMM Managers.

 

EdCOMM Managers report directly to the Assistant Vice Provost of Educational Improvement & Innovation. The Production Manager - Administrative position directly leads and manages client-interfacing staff, providing customer creative solutions, and scheduling over 200 spaces across OHSU buildings. In addition to direct management of staff, this position maintains strategic relations with key partners such as contracted vendors, Design & Construction, Events, and other leadership across OHSU. Significant success criteria for this role will be the development of processes, procedures, systems development and administration, project management and improvement, departmental budget and administration, and supervision of operational employees with a focus on a team-based approach through encouraging development and a culture of inclusion and high performance. The employee will oversee the supervision of an administrative team, and provide staff development, conflict resolution, HR-related activities, and day-to-day support.

 

The Manager will create a healthy working environment that uplifts the team. They will work as a team with the EdComm Production Manager - Operations to ensure service and support requests are met in addition to strategizing on expanding the department’s suite of services, performing outreach to other departments, and ensuring optimum customer service for all the department’s work efforts.

 

The employee must have excellent time management and customer service skills, be an effective negotiator, be goal-oriented and solution-focused, and implement change by building relationships, developing plans, recommending solutions, leading discussions, and soliciting buy-in among various key partners.

 

Please include a cover letter with your resume/CV.

Systems Development and Administration:

• Contributes to, and influences, the development of standards/changes to procedures, systems, and applications. Ensures the documentation work standards and changes to systems/applications.
• Vendor relationships and Contract negotiation: Be the point of contact for the external product vendors and internal partnerships for EdCOMM services. This includes services such as eSRF, 25Live (CollegeNET), and Echo360. This is not an exhaustive list. 
• Must be able to act with urgency, immediacy, and efficiency and make situation-appropriate decisions.

Strategic Assessment and Growth Planning:

• Actively participate in and may lead pertinent committees related to space planning; provide direct consultation on issues, risks, solutions and forward-thinking; build relationships and partner with management and leaders in other departments on effective strategies to meet ongoing space constraints and reservation management.
• Facilitating, leading, reporting out, and delivering strategic planning activities for large, complex, and mission-critical strategic committees and initiatives.
• Develop and execute a departmental team annual project (i.e. internal/external) for strategic growth and assessment.
• Use survey and other assessment results to inform and improve EdCOMM services, products, and outputs. 

Project Management and Improvement:

Performance Improvement Initiatives:

• Analyze existing data to determine the quality of EdComm service. Recommend new or improved processes to effectively and efficiently ensure excellent customer service and support in the areas of operations, AV support, and photography and videography services. Included but not limited to annual surveys, focus groups, and departmental goal setting.
• Document and report on new or improved systems, operations, and success metrics. 

Space and Project Management and Improvement:

• Space Scheduling Process and Procedures
  
  • Scheduling tuition-based classes, and educational and research programmatic needs across EdCOMM managed rooms. Develop scheduling procedures and implement practices to support these procedures.
• Space Planning & Consultation
  
  • Actively participate in and may lead pertinent committees related to space planning; provide direct consultation on issues, risks, solutions and forward-thinking; build relationships and partner with management and leaders in other departments on effective strategies to meet ongoing space constraints and reservation management.
  • Oversee space, equipment, and furniture inventories in communication with facilities and construction as needed.

Department Administration:

• Develop and execute a departmental marketing and communications plan (i.e. internal/external).
• Develop, maintain, and document procedures that align with the department's strategic goals and plan.
• Oversee internal (Oracle IBS) and external (accounts receivable) billing for departmental services. Ensure this function is performed in accordance with OHSU policies and procedures.
• Work closely with the EdCOMM Operations manager on duties and responsibilities that center on customer services, service level agreements, efficiencies, standards, contracts, room and equipment upgrades, and support of complex systems. This is not an exhaustive list. Meet with customers regularly to discuss positive and constructive customer service feedback.
• Work with a variety of subject matter experts in collaboration with the Production Manager - Operations to facilitate the identification, and prioritization, of capital replacement needs and costs to ensure reliable AV systems and other equipment in support of OHSU’s mission.
• Utilization of Oracle, eSRF, Cognos, CARS, 25Live, Echo360, etc. to run reports, maintain records, and submit, approve and/or audit transactions.
• Attend division, department, organizational management, and operations meetings. Represents the department in practice optimization and other process improvement meetings.
• Oversight of EdCOMM’s internal (O2) website. Oversight and system approvals to keep this website up-to-date in accordance with department business needs/practices.
• Create and present effective presentations as needed.

Budgeting:

• Responsible for budget administration. Expenditure approval and detailed tracking of operating expenses, including communication of adverse trends.
• Coordinate team efforts to develop budget requests for capital and operating budgets, including cost/benefit analysis, project justification, and visual presentation materials (i.e. PowerPoint). 

Supervisory:

• Play an important role in the growth of the department through a successful team through coaching and mentoring opportunities. Provide backup support for staff as needed.
• Developing, coordinating, and presenting professional development opportunities to the EdComm Staff.
• Provide regular and ongoing feedback to EdComm staff that supports individual, team, and department goals.

• Bachelor's degree or equivalent combination of experience and training.

• Knowledge of multimedia production technologies.

• Minimum of five years of progressively responsible management positions.

• Significant experience with building and maintaining successful customer relationships.

• Strong interpersonal skills and the ability to effectively interact with different levels of management.

• Experience in complex technology environment, including hands-on experience.

• Effective leadership of highly skilled technical personnel in overseeing the development and implementation of technology strategy and planning.

• Superior oral, written and communication skills.

• Strong mediation skills and a proven ability to work with diverse professional groups to generate satisfactory solutions to complex issues.

• Skilled project management and able to oversee multiple projects with budget responsibilities.

• Demonstrated ability to manage in a complex organizational environment.

• Knowledge and skills in using quality management and performance improvement techniques.

• Strong analytical abilities and problem-solving skills.

• Possess excellent verbal and written communication skills.

• Possess excellent time management and detail-oriented skills.

• Must have proficiency with MS Office applications, such as Word, Excel, PowerPoint, etc.

• Experience with the following formats: Quicktime, MPEG, and Adobe Suites.

• Ability to perform the job duties with or without accommodation.

• Specific education and/or training related to business process improvement or software analysis and support.

• Management and/or leadership training.

• Experience with 25Live or other electronic room reservation systems.

• Room resource and/or reservation management.

• Experience managing and working in a union environment.

• Prior management experience in higher education and/or academic health center.

• Experience teaching and training on software, educational technology, and systems.

• Knowledge of workflow management or helpdesk triage systems.

• Knowledge of project management principles and able to oversee multiple projects.

• Knowledge of financial oversight and budget responsibilities including experience with budgeting software such as Cognos or Rubix.

The onsite employee work schedule will normally be Monday to Friday, 9am-530pm but flexibility in work schedules (weekday, weekend or nights) may be required to accommodate departmental activities. Hybrid position– with an expectation of 80% onsite at Portland Marquam Hill campus. The employee may travel frequently from the main campus to the South Waterfront campuses, which may require travel on the tram and walking longer than 15 minutes.

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.