Interacts routinely with administrators, faculty and staff to implement efficient operations related to academic programs through a team-based approach, including:
Meeting with academic staff and faculty to improve and streamline systems reflective of current programs, curriculum, faculty governance and related policies.
Providing regular communication and coaching on working collaboratively and in teams as a statewide system.
Implementing standard practices for effective communication and follow up related to academics, including student progression, course and program related issues, and program support.
Provides direction and coordination to staff as needed to support standard processes during admissions cycles.
Provides coordination for all graduate programs to ensure systematic processes are in place related to programs of study, course scheduling, catalog and other published materials in the graduate academic programs, ensuring accurate, timely and professional materials.
Provides leadership for graduate academic programs by working collaboratively with the program directors and staff to support efficient administrative operations and identifies areas where work may need to be redirected to support the structure effectively.
Manages and Coaches academic staff on standard work and operations including:
Supervises AFSCME staff in graduate academic programs, including leading and supporting a team-based approach, interviewing and hiring, assigning and approving work, approving schedules and time off, writing and conducting performance appraisals, and disciplining up to and including dismissal.
Liaison for staff, program directors, associate and assistant deans, recruitment and registrar\u2019s office to streamline questions and implement improvements in processes connected to the academic units as needed.
Collaboratively setting professional goals with staff, annually or as needed, including meeting with individual staff members to review work and expectations and providing feedback on performance, routinely throughout the year.
Identifies resources and opportunities to promote the professional development of staff.
Facilitating team meetings to review projects, identify unit priorities, allocate workload and/or make adjustments and facilitate good communication, routinely and as needed.
Orienting and training new graduate staff and evaluating work performance as needed.
Developing position descriptions in consultation with Program Directors for classified staff and student workers.
Collaborates with SON HR department on questions about the orientation process and determining what is needed in a helpful and positive manner, as needed and is the point of contact for questions within the graduate academic unit.
Fiscal Oversight and Management
Provides input and assists the Program Directors and Associate/Asst. Deans with the development of the annual budget(s) as needed.
Specialty Program Support
Course and Program Support. Meets with faculty quarterly to determine course needs and develop a timeline for providing support for the term, including:
Coordinating arrangements for classes as needed on behalf of faculty.
Proctoring exams as needed, including benchmark or other course related exams as needed.
Scheduling and arranging for classes equipment.
Works with faculty to correct any discrepancies with course rosters and other materials.
Uploads course related materials to Sakai during the quarter as needed.
Provides updated book lists to students and to the bookstores, including price and ISBN, per guidelines and clarifies with the faculty of records any discrepancies that need to be addressed.
Notifies faculty when incompletes and change of grade cards are due quarterly and submits the paperwork to the registrar\u2019s office for noting on official transcript.
Maintains an electronic and two hard copies of all syllabi both quarterly.
Reviews syllabi to ensure that the template guidelines have been used properly and notifies faculty when syllabi guidelines have not been met and assists with correcting inaccurate information.
Makes copies of course related paper work, including academic warnings and incompletes and notifies appropriate administrators (cc\u2019d on forms) via electronic mail and scans documents. Coordinates the editing, proofing, printing and distribution of course materials appropriately.
Assists faculty with managing clinical placement information including, clinical site demographics, projected enrollment needs and clinical hour requirements for each course to be shared annually and as requested, etc. Updates as needed during the quarter.
Determines EPIC training needs for Portland campus students and/or any regional students with OHSU Clinical placements in conjunction with clinical faculty coordinators on a quarterly basis including, Communicating with the EPIC trainers and clinical faculty to schedule appropriate trainings for students and/or faculty, as determined above
Communicating with students as needed.
Keeps program student files up to date.
Schedules use of simulation lab, course break out rooms, grand rounds, videotaping related to the course and keeps record of communication and confirmations related to these schedules to be referenced by faculty of record weekly.
May assist with program data entry projects, quarterly and as needed in admission, graduation and/or other specialized projects that additional support is needed.
Provides administrative support for program areas, including, communicating with the public and OHSU community pertaining to academic courses and programs, responding with a professional level of proficiency and integrity.
Responds daily to priority requests re-adjusts workload as needed and keeps the program director and faculty appropriately informed.
Participates in program meetings, sets agendas, assists with meeting arrangements, and takes minutes as assigned.
Archives course information, including syllabi and course records quarterly.
Responsible for support for specialty accreditation and onsite reviews including:
Working closely with the program director to prepare Self Evaluation Reports as directed by the accrediting agencies, prior to on site evaluation.
Assistance with greeting and support for accreditors to maintain a cordial and welcoming experience.
Providing support with catering and room logistics to ensure that the visit is smooth and supportive.
Maintaining a system of student and course related record keeping assisting the program with accreditation.
As the state's only health and research university, OHSU brings together patient care, research, education of the next generation of health care providers and scientists and community service to improve the health and well-being of all Oregonians.The university is a conduit for learning for more than 2,800 students, providing training to interns, residents and fellows in postgraduate medical and research. It is the only place in Oregon that grants doctoral degrees in medicine, dentistry and nursing. OHSU cares for more than 251,000 patients each year from around the region and takes a leadership role in contributing to solutions involving the health of the state and the nation, such as health care access and transparency, ethics and workforce shortage. Beyond providing critical health care services, quality education and cutting-edge research, OHSU also is a key economic and social force in the Northwest. With an annual operating budget of $2.06 billion and more than 14,000 employees, OHSU is Portland?s largest employer. Its size contributes to its ability to provide... many services and community support activities not found anywhere else in Oregon. For more information visit http://www.ohsu.edu/xd/about/index.cfm