The Faculty Recruitment and Employment Operations Program Manager provide advanced, professional-level support for the full-cycle of employment operations for assigned customer groups within the OHSU School of Medicine (SoM). As a team member in the School of Medicine Employment Operations (MEO) group, this role operates with a higher degree of independence and discretion across the spectrum of assigned responsibilities. This position regularly partners with departments across the SoM to develop and implement full-cycle, strategic faculty recruitment plans. The position is also expected to serve as a subject matter expert on one or more key responsibilities.

Under limited direction from the unit administrative leader and the MEO Manager, the Faculty Recruitment and Employment Operations Program Manager manage employment operations activities such as strategic faculty recruitments, coordinating staff recruitments, onboarding and offboarding, timekeeping and leave administration, visa and work authorization coordination, and volunteer and visitor onboarding. This position frequently partners with leadership to address non-routine issues, strategizes unique solutions, and ensure compliance with unit, institutional, state, and federal requirements.

The Faculty Recruitment and Employment Operations Program Manager proactively identify opportunities for process improvements, develops job aids and documents standard operating procedures for use across the MEO group. The role requires critical thinking, strong organizational skills, and the ability to adapt workflows to meet changing operational needs while upholding service excellence.

This position serves as a trusted resource for department leadership and staff. By fostering collaborative relationships and implementing practical solutions, the Faculty Recruitment and Employment Operations Program Manager ensure consistent, high-quality support aligned with institutional goals and priorities.

This description reflects the core duties of the Faculty Recruitment and Employment Operations Program Manager role. Additional responsibilities may be assigned as needed and organizational needs evolve. 

Strategic Faculty Recruitment

• Following the Strategic Faculty Recruitment SOP, partners with departments across the School of Medicine to develop and implement a full-cycle, strategic faculty recruitment plan.
• Develops and sources a pipeline of qualified candidates through messaging, marketing and job announcement placement. Contact potential candidates to gauge interest and initiate the application process.
• Screens candidates and work with hiring committees on the selection process.
• Assists with writing faculty/fellow/APP offer letters, submit offer letters to the SOM Dean’s Office for approval, delivers offer letters to candidates.
• Works closely with candidates through each step of the process to ensure a seamless and exemplary candidate experience.
• Manages recruiting firm searches and the locum contracting process for assigned departments.

Onboarding and Orientation

• Monitors new hire progress to ensure completion of background testing, drug screening, reference checks and other new-hire requirements.
• Coordinates new hire activities such as new employee orientation, compass training modules, Epic training, and badge requests.
• Works with OHSU Medical Affairs and Provider Enrollment groups to ensure credentialing tasks are completed, anticipate delays or issues with enrollment, advise/adjust start dates for faculty as needed.
• Communicate with the new-hire throughout the onboarding process to set and manage expectations around the onboarding activities and ensure a smooth and customer-centric experience.

Recruitment Coordination

• Works with hiring manager to review and edit position descriptions for compliance with class specifications, responsibilities and minimum qualifications.
• Submits new and replacement job positions through the position approval process and/or the ePAR system and monitors timely posting of jobs in iCIMS.
• Assists departments with advertising, sourcing and screening candidates.
• Manages the iCIMS posting and applicant status.
• Completes finalist form once final candidate is selected, initiates relocation package and/or hiring bonus as needed.
• Coordinates with AYA for temporary staffing needs.

Employment Life-Cycle Transactions:

• Works with employees and managers on employment life-cycle transactions to provide guidance and information and initiate appropriate processes or procedures.
• Submits HRE actions in Oracle, such as job changes, FTE changes, pay changes, leaves and terminations. Ensure timely processing and provide guidance on effective dates to align with payroll calendar.
• Coordinates annual contract renewal process for unclassified employees.
• Initiates re-credentialing process for providers.
• Conducts Stay Interviews and Exit Interviews as needed, reviews results with managers to enhance employee retention.
• Provides offboarding instructions to departing/transferring employees.

Employee and Manager Support:

• Serves as a point of contact for departmental recruiting and general employment questions, processes and policies. Answers and triages inquiries and/or directs them to the correct resource. Provides functional guidance and education to employees, faculty and leadership.
• Refers questions and issues outside the scope of this position to the appropriate administration leadership, HR COE, manager or central office as appropriate.
• Coordinates with HRBP on projects or issues as needed.
• Maintains up to date knowledge of OHSU policies, policy changes and resources to provide accurate and timely information.
• Maintains working knowledge of collective bargaining agreements to ensure practices comply with contract terms. Shares updates with department leaders of new agreements and changes.
• Meets periodically with administrative leadership in assigned departments to remain connected to the business being supported, understand their evolving needs, and work collaboratively through challenges and issues.
• Assist with requests for verification of employment and Jury Duty release letters.

Employment Visas and International Scholars:

• Manages the visa process for new hires, existing employees and visiting international scholars, serving as the single point of contact with the Office of International Affairs (OIA) for assigned groups.
• Coordinates and oversees necessary forms and documentation for visa applications and other requirements; advises supervisors and visa holders on the process, timelines and required steps; works closely with the OIA to shepherd the visa applications/renewals through the system, following up and coordinating answers as needed.
• Responds quickly to address and resolve issues and problems to facilitate the timely processing of visas to meet assignment start dates and other relevant deadlines.
• Facilitates the completion of Affiliation Agreements as needed.
• Tracks visa expiration dates and notifies employees and supervisors on upcoming expirations.

Timekeeping and Leave Management:

• Serves as lead and/or backup timekeeper for assigned groups.
• Monitor time-clock entries and coordinate with employees and supervisors to identify and input corrections, process historical adjustments and troubleshoot timekeeping and payroll issues.
• Tracks leaves and absences, submitting LOA HREs and/or enters accrual usage as needed throughout the leave. Works with employees to develop an accrual usage plan for individual leaves.
• Advise managers and timekeepers on complex timekeeping inquiries, liaise with payroll and Kronos Helpdesk as needed.
• Communicate changes with timekeeping processes, accrual banks, eligible differentials, etc. with managers and staff.
• Create timecard reports for managers and send biweekly timekeeping reminders to employees.

Process Improvement and Team Support:

• Identifies and proposes opportunities and strategies to improve processes, efficiency and service. Participate in improvement initiative efforts, following lean methodology (such as OPEX) where possible.
• Works closely with team members, sharing knowledge and experience to enhance the team’s effectiveness overall.
• Serves as a subject matter expert on one or more key responsibilities for team members and customer groups.
• Trains other team members or department staff in OHSU/department/team processes and policies as needed.
• Provides coverage and back-up for team members during heavy workload demands, vacations, leaves, departures or as requested.
• May represent MEO in various OHSU and SoM meetings and initiatives, reporting progress and information back to the management and group.
• Interpret and provide knowledge of collective bargaining agreements

• Bachelor’s degree in related field, or equivalent combination of education and experience.
• Minimum of 5 years’ relevant experience, with at least 2 years of management experience.
• Extremely high level of commitment recruiting faculty & clinical associate medical providers, and drive to deliver exemplary customer service.
• Advocacy of and commitment to equity and diversity.
• Demonstrated computer literacy with moderate skill and knowledge of MS Office and email applications.
• High critical thinking skills and self-motivated to identify needs and appropriate solutions.
• Demonstrated understanding and commitment to confidentiality, and appropriate handling of confidential information in any form.
• Demonstrated exemplary tact, discretion and diplomacy in dealing with sensitive issues and individuals at all levels.
• Exceptional attention to detail to ensure accurate information.
• Highly organized and with strong time management skills.
• Excellent interpersonal skills to interact with faculty, providers, staff, students, and visitors with diverse backgrounds at all levels within OHSU and in the community.
• Ability to write concise, logical and grammatically correct correspondence, reports, and other written materials.
• Ability to speak on a one-on-one or group basis to obtain and clearly convey information. 
• Ability to work independently and as part of a team while being collaborative in resolving problems.
• Ability to manage and perform multiple tasks under conditions of fluctuating workloads, competing requirements, and changing deadlines.
• Demonstrated ability to follow through on assignments with minimal direction.

• Oracle, ICIMS, Kronos, SmartSheet and Epic experience preferred.
• Experience in an academic medical center, healthcare setting or higher education institution.
• Demonstrated abilities in employee recruiting, including provider or executive recruiting.
• Working knowledge of Federal, State and local labor laws, as well as compensation principles.
• Knowledge and experience with collective bargaining agreements.

• Location: Required at least 2 days per week in-person on OHSU Main Campus and Remote in accordance with OHSU’s Remote Work policy #03-30-140 and as directed by manager.
• Schedule: 1.0 FTE (expected 40 hours per week), Monday – Friday Normal Business (~08:00-17:00) - Some Flexibility Available
• Requires ability to respond quickly and appropriately to urgent situations that may arise
• Heavy use of computers, phones, and video conferencing for extended periods of time.
• Ability to write and speak in English. 
• Regularly required to talk, hear, and/or communicate with others by phone, in-person, video conferencing and through electronic means.

Please provide a copy of your Cover Letter/Letter of Intent with your Resume. 

We are Oregon’s only public academic health center.

In addition to caring for patients, we lead groundbreaking research.  We also train the next generation of health care professionals.  As Portland’s largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington.

All are welcome.

OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations.  We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply.

To request reasonable accommodation, contact askhr@ohsu.edu