DEPARTMENT SUMMARY:

St. Charles Health System is accredited with Commendation by the Oregon Medical Association as a provider of continuing medical education. The Student Services department is responsible for Affiliation Agreements, legal contracts, preceptor coordination, all aspects of student onboarding (processing, scheduling, and evaluating) over 500 undergraduates medical, PA, NP, and other graduate level students on clinical rotations throughout the St. Charles Healthcare System, and all invoicing and accounting for medical school programs and preceptor payments. This department shares responsibility for Independent Job Shadow opportunities with CEAHEC and works very closely with CEAHEC as a team for all programing.

Cascades East Area Health Education Center (CEAHEC) is one of 5 regional Area Health Education Center (AHEC) centers in Oregon; and one of 250+ centers across the United States. CEAHEC is hosted by St. Charles Health System. AHEC works in designated regions through community and academic partnerships to advance the availability of health care and health care education, focusing on rural and medically underserved areas. CEAHEC’s focus is on increasing the distribution and diversity of the health care workforce.

POSITION OVERVIEW:

The Operations Specialist has direct responsibility for multiple programs/activities for both St. Charles Student Services and CEAHEC. An inclusive knowledge of SCHS policies and procedures is required as well as in-depth understanding relating to contracts and Affiliation Agreement with Universities, school districts and vendors. This position will be the lead in initiating and maintaining contracts for all programs. This position must balance many projects and appropriately prioritize competing needs.

ESSENTIAL FUNCTIONS AND DUTIES:

• Manage all aspects of contracts for both departments in the Contract Management System (currently SContracts) renewing and/or creating new contracts as needed. This includes Affiliation Agreements between St. Charles and professional healthcare education programs at various universities, Program Letters for specific students and universities, CEAHEC and regional high schools or school districts, and vendor contracts with St. Charles. Maintains the requirements associated with Joint Commission contract expectations and yearly evaluations.
• Manage the student Scholarship Program including all aspects of the online platform, establishing the budget and number of scholarships to be offered each year; notifying schools, teachers, and students about the scholarships; collect and process student applications; manage the scholarship committee and the scoring process; set finalist interviews; announce scholarship awards; and issue scholarship funds to colleges and universities.
• Manage the data collection software system for the collection of student information, as well as the aggregation of student data into the bi-annual Federal Report as required of all Area Health Education Centers.
• Manage the annual Student Tracking Program collecting data on students who previously attended one of our programs to determine post-high school education and whether they are pursuing or have entered a healthcare career.
• Manage all aspects of departmental financial systems including record keeping, accounts receivable and accounts payable; expense reimbursements; student tuition collection, preceptor payments, medical school invoices; and bank deposit processing.
• Manage the maintenance, revisions, and improvements to the Cascades East AHEC department Website.
• Coordinate CEAHEC Advisory Board activities, which includes recruitment of members, communication, meeting planning and minutes.
• Manage the Inter Professional Education for medical, PA and NP students on rotation at St. Charles which includes recruiting and scheduling speakers, management of the Eeds program for attendees as well speakers. Create speaker evaluation and data for federal reporting.
• Develop and maintain Teams files for all aspects of require duties.
• Understand and assist with the State of Oregon grant; creation of annual budget requests; preparing quarterly expense reimbursement requests.
• Cross-train with the Student Services Specialist (CEAHEC/Student Services) to support the team when needed.
• Supports the vision, mission, and values of the organization in all respects.
• Supports Lean principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.
• Provides and maintains a safe environment for caregivers, patients, and guests.
• Conducts all activities with the highest standards of professionalism and confidentiality. Complies with all applicable laws, regulations, policies, and procedures, supporting the organization’s corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.
• Delivers customer service and/or patient care in a manner that promotes goodwill, is timely, efficient, and accurate.
• May perform additional duties of similar complexity within the organization, as required or assigned.

EDUCATION

Required:

• Bachelor’s Degree. Equivalent work experience may be substituted for education.

Preferred:

• Post graduate work in Business Administration.

LICENSURE/CERTIFICATION/REGISTRATION

Required:

• Ability to meet SCHS driving requirements.

EXPERIENCE

Required:

• Minimum of 2 years experience in administrative support role and dealing with multidisciplinary teams or in educational settings. Familiarity with Microsoft programs including Windows, Excel, Outlook, Publisher.

Preferred:

• Background with legal contracts or paralegal experience.

ADDITIONAL POSITION INFORMATION:

Additional Skills Needed

• Have a working knowledge of contractual language.
• Self-motivated with excellent organizational and multi-tasking skills.
• Excellent Computer skills and the ability to learn new platforms.
• Be able to work well on a small team in a large organization.
• Easily adapts to unforeseen circumstances.
• Have excellent verbal and written communication skills- including effective interaction at all levels within SCHS as well as with external constituents.
• Creativity and problem-solving skills.
• Willing to travel throughout the region and to all SCHS worksites.

PERSONAL PROTECTIVE EQUIPMENT

Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.

PHYSICAL REQUIREMENTS:

• Continually (75% or more): Use of clear and audible speaking voice and the ability to hear normal speech level.
• Frequently (50%): Sitting, standing, walking, lifting 1-10 pounds, keyboard operation.
• Occasionally (25%): Bending, climbing stairs, reaching overhead, carrying/pushing, or pulling 1-10 pounds, grasping/squeezing.
• Rarely (10%):  Stooping/kneeling/crouching, lifting, carrying, pushing, or pulling 11-15 pounds, operation of a motor vehicle.
• Never (0%):  Climbing ladder/step-stool, lifting/carrying/pushing or pulling 25-50 pounds, ability to hear whispered speech level.

Exposure to Elemental Factors

• Never (0%):  Heat, cold, wet/slippery area, noise, dust, vibration, chemical solution, uneven surface.
• Blood-Borne Pathogen (BBP) Exposure Category
• No Risk for Exposure to BBP