Department Overview
Coordinate and perform wide range of scheduling and administrative duties in support of the Department of Pharmacy Services. Responsibilities include, but are not limited to: quality assessment and monitoring; process improvement and ongoing monitoring; maintenance of practice standards, and applicable laws and regulations. Additional responsibilities include scheduling, administrative tasks, staff education, attendance management, and program monitoring.
This position will coordinate and oversee the inpatient orientation, onboarding, and education program and will work directly with the Pharmacy Inpatient leadership team to monitor and maintain technician
documentation associated with regluatory requirements on attendance. This position will also be responsible for the management of the technician attendance and shift coverage.
Function/Duties of Position
SCHEDULING
- Create, write, and maintain schedules for technicians, interns, and students within Inpatient Pharmacy
- Determines, coordinates/delegates, and schedules appropriate assignment of staff to meet workload demands and assure adequate resources are available
- Update and revise staff schedules as needed
- Maintain databases- EZ Call scheduling software
- Develops, implements, and maintains policies and workflows relating to all scheduling procedures and vacation bidding
- Approves/denies technician vacation requests
- Problem solves issues with the schedule and makes changes and/or recommendations
- Assist the Coordinator/Supervisor with staff compliance and trained work areas for each staff member
- Work with the leadership team to ensure departmental needs are met, including providing staff with adequate training days.
TECHNICIAN ORIENTATION, ONBOARDING, and EDUCATION
- Oversee all pharmacy technician orientation and onboarding tasks that include not limited to:
- Development and coordination of training schedule
- Assigning modules and classes
- Orientation of inpatient pharmacy including safety precautions, and meet and greet leadership and staff
- Staff education in regard to published schedules, shift acronyms, and standard training procedures, covering and trading shifts procedures, maintaining FTE, using Kronos, understanding the pay periods, seniority and
- open shift bidding, vacation process, expectations on requesting schedule changes and holidays, attendance policy and call out procedures, and others as needed
3 ATTENDANCE MANAGEMENT
- Manage and coordinate technician unscheduled absences and shift coverage
- Communicate with team on coverage plans, maintain documentation, and update schedule
- Abid by contract and departmental policies and procedures
PROGRAM MONITORING:
- Monitor, audit, and maintain documentation of employee activities associated with regulatory requirements as it pertains to attendance and performance, unscheduled absences, timecard occurrences, personnel issues, vacation requests, overtime, medical leave, and other activities as deemed necessary
- Work with timekeeper to track timecard discrepancies, overtime, and vacation requests
- Coordinate and communicate with leadership on a regular basis to ensure that employee''s attendance and performance is in line with the mission and values of OHSU Pharmacy Department
- Coordinates with leadership to strategy and develop plans related to payroll which include overtime, open positions, departmental needs, and hiring strategies
- Conducts evaluations of procedures and activities within scope of the assigned duties and makes recommendations for changes as needed
Other duties as Assigned
Required Qualifications
- Four years of general office or secretarial experience; OR
- An associate's degree or certificate in office occupations or office technology and two years of general office or secretarial experience; OR
- A bachelor's degree and two years of general office or secretarial experience; OR
- An equivalent combination of training and experience.
- Additional certifications may be required based on the specific department the position resides in, as indicated by the position description.
- Note: Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience. Contact Compensation for confirmation of eligibility.
Preferred Qualifications
- Experience in hospital pharmacy and scheduling of greater than 50 employees
- Experience with fiscal and budgetary procedures.
- Excellent communication skills both verbal and written
- Advance knowledge of Microsoft Excel, Word, and PowerPoint
- Experience with Kronos.
- Medical and scientific nomenclature
Why apply to OHSU?
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