Budget & Position Management Coordinator (Administrative Specialist 2) - Oregon State Hospital, Salem Campus

Initial Posting Date:

10/07/2026

Application Deadline:

10/14/2026

Agency:

Oregon Health Authority

Salary Range:

$4312 - $5988

Position Type:

Employee

Position Title:

Budget & Position Management Coordinator (Administrative Specialist 2) - Oregon State Hospital, Salem Campus

Job Description:

Budget and Position Management Coordinator (Administrative Specialist 2) - Oregon State Hospital, Salem Campus

NOTE: A cover letter and resume are required to be attached to your application for this position.

The Oregon State Hospital (OSH) is seeking a Budget and Position Management Coordinator to join our team in Salem.

The Budget and Position Management Coordinator plays a vital role in supporting Oregon State Hospital's organizational structure by expertly managing the procedures, processes, reports and other functions of the Budget & Position Management team. This work involves developing and overseeing complex procedures, audits, reports, and other administrative tasks that provide essential support and insight for hospital fiscal, position management, and contracting functions. The incumbent ensures accurate and consistent information within Budget & Position Management files, reports, processes, procedures, desk manuals, datasets, and systems such as Workday, CPD, contract trackers, and fiscal documents. With a strong focus on accuracy, compliance, and alignment with policies, procedures, and bargained agreements, the incumbent helps maintain the integrity of OSH's workforce data and supports informed decision making across the organization.

This position is a key part of Oregon State Hospital's Finance and Administrative Operations, reporting directly to the Director of Budget & Position Management. The Budget & Position Management department is responsible for planning, organizing, and overseeing all aspects of budget preparation and execution, position management operations, contract management, management of the Complementary Personnel Database (CPD) operations, and management of multidisciplinary staffing plans across the hospital system.

This position is eligible for a hybrid schedule, with manager approval after initial onboarding and training; Tuesday's will remain a mandatory in office day.

Primary responsibilities include:

Reporting, Recommendations & Process Development

• Conduct research and complex data analysis across budget, fiscal, contract, personnel, and position datasets to produce reports and insights that support decision‑making by OSH leadership.
• Develop and deliver high‑quality reports, visual tools, org charts, and other published materials using Excel, Visio, and various data platforms.
• Create, maintain, and enhance procedures, workflows, Standard Work instructions, forms, and OWL pages to support consistent and efficient operations.
• Collaborate with analysts and leaders, participate in cross‑department workgroups, and provide informed recommendations on Budget & Position Management processes and operational goals.

Data Entry, Data Modification and Auditing

• Perform accurate data entry, modification, and analysis across CPD, Workday, contract systems, and fiscal tracking tools, ensuring timely and precise updates to position, personnel, contractor, and organizational records.
• Audit and reconcile data between systems (including CPD, Workday, contract trackers, fiscal spreadsheets, and OSH's time and attendance system) to verify accuracy, completeness, and consistency.
• Identify and resolve data discrepancies by collaborating with CPD administrators, developers, HR staff, and other stakeholders to correct errors and improve data integrity.
• Maintain reliable datasets and documentation by conducting ongoing audits, evaluating data conditions, and ensuring alignment across Fiscal, Contract, and Position Management files and data tables.

For a full review of the position description, please click here.

What We Are Looking For

Minimum Qualifications: These qualifications must be reflected in your application to be considered for this position.

• Three years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR
• An associate degree in general office occupations AND two years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis; OR
• An equivalent combination of education and experience.

Desired Attributes: The following list contains the desired attributes that we have identified as key to being successful in this role at OHA. These are the attributes we look for in our top candidate. If you have any of these attributes, please let us know in your application.

• Excellent customer services skills with the ability to effectively communicate detailed information, both orally and in writing, to a broad spectrum of executive, management, professional, technical and administrative employees within and outside of the agency.
• Experience creating detailed operation processes, procedures, desk manuals and workflows.
• Experience analyzing, modifying, auditing and entering data accurately and creating reports.
• Advanced skills in data management including trackers, Databases, Workday or Human Capital Management Systems, and others
• Written communication must be at a professional level with attention to grammar, spelling and punctuation.
• Experience working in a fast-paced environment with frequent interruptions, managing time effectively, adapting to changing priorities, and meeting deadlines.
• Advance technical skills; Excel, Visio, Outlook, and other administrative tools.

Application Guidance

Your candidate profile and application are your opportunity to showcase your skills and interest in this role. Submissions will be reviewed for clarity, consistency, and communication skills, and for alignment with the guidance provided in the below:

Submission Requirements:

• Resume (required) - Attach a current resume that clearly outlines your education and work experience as it relates to this position.
• Cover Letter (required) - Attach a cover letter highlighting your experience and how your knowledge, skills and experience would make you a good candidate for this position.
• Supplemental Questions - Answer all supplemental questions completely and accurately.
• Final Check! - Before submitting, confirm that all required materials are included, and your Workday Job History is current. The information in your application will be used to complete an Equal Pay Analysis to determine salary placement upon hire. Visit the Equal Pay Analysis Webpage for more information.

How to Apply:

• External Candidates: Visit the State of Oregon job opportunities webpage or click the "Apply" tab above to submit your application, following all submission requirements.
• Internal Candidates: Current State of Oregon employees must apply through their employee Workday login, following all submission requirements.

After You Apply:

• Complete any pending tasks in Workday under "My Applications" prior to the application deadline.
• Check your email (including junk folder) and Workday inbox regularly for updates on your application.

Reminders:

• Please download and save a copy of this job announcement and linked position description, as it is not available after the application deadline.

Additional Details

• This announcement is for one full-time, permanent SEIU represented Budget and Position Management Coordinator (Administrative Specialist 2) based in Salem, Oregon.
• This is a hybrid position "Review Section 4: Working Conditions" in the position description (linked above) for more information.
• Employment is contingent upon completion of a criminal records check and drug screen to meet OHA criteria at the time of hire and throughout employment.
• A skills assessment may be utilized during the selection process.

Contact Information

Recruiter: Cyndi Phipps-Roman

Email: cynthia.phipps-roman@oha.oregon.gov

Phone (text friendly): 503-569-0066

Accommodation Requests (ADA): OHA provides reasonable accommodations under the ADA, which may include alternative formats of materials or language support. If you need an accommodation to apply for this position or participate in the selection process, please contact the recruiter listed above.

Helpful Links & Resources

How to Set Job Alerts | Workday Applicant FAQ | Oregon Health Authority | Facebook | Instagram | LinkedIn | Veterans Resources | What You Need to Know to Get the Job

The Oregon Health Authority is an affirmative action and equal opportunity employer, committed to fair employment practices and pay equity for all employees. We do not discriminate based on protected class - including race, sex, veteran status, disability, age, color, religion, national origin, marital status, or sexual orientation - and does not screen applicants based on current or past compensation. Salary is determined through a fair review of your education, experience, and training as it relates to the position.

OHA is an anti-racist organization working to eliminate health inequities and dismantle structural barriers that impact underserved communities. Join us in advancing our Strategic Plan and building a more equitable Oregon.