Faculty/Clinical Associate Recruitment and Operations Manager

This position manages faculty and clinical associate recruitment, retention, and onboarding/offboarding functions, and develops strategic recruitment plans in partnership with Columbia Memorial Hospital (CMH), OHSU School of Medicine, and OHSU Practice Plan (OPP). The Faculty/Clinical Associate Recruitment and Operations Manager partners with senior and clinical leaders within the School of Medicine (SoM), CMH and OPP to facilitate faculty and clinical associate recruitment, as well as management of temporary/locums providers when required. This position is also responsible for leading and coordinating the onboarding for new faculty/clinical associate, visa application assistance, license tracking, employee health compliance and electronic personnel recordkeeping. The Manager serves as the departmental liaison with CMH, Office of Community Engagement and Support (OCES), Dean’s office, Human Resources Centers of Excellence, and other OHSU departments.

This strategic position requires a dynamic individual with a proven track record in managing recruitment operations, collaborating with others, and ensuring a seamless and efficient hiring process. The individual will work with leadership to minimize risk and ensure compliance with requirements and OHSU policy and provide a positive work environment by exemplifying a proactive, customer-driven approach to workplace issues. The role will further oversee and/or support programs to attract and retain a qualified and diverse workforce at CMH. This position fully supports CMH’s mission to provide excellence, leadership, and compassion in the enhancement of health for those OHSU and CMH serve. 

The OPP supports approximately 2,600+ clinical faculty, clinical associates and APPs within OHSU Health, has revenue of ~ $675 million and just over 1 million ambulatory visits. This role interacts with internal and external stakeholders as we recruit physicians and APPs to work at CMH. Between the SoM and OPP there is a sizable Research (Basic Science and Clinical) portfolio, a large education footprint and provides clinical services in many community partnerships. There are many faculty and clinical associate roles in the SoM and OPP, requiring knowledge of the market for these various types and how to optimally recruit and retain them.

Faculty/Clinical Associate Recruitment and Retention:

• Administer departmental recruitment activities including: developing position descriptions, advertising, screening of applications, interviewing, performing reference checks, notification of unselected candidates, and preparing/reviewing offer letters, oversight of the Electronic Position Approval Request (ePAR) submission process, pre-employment screening, and background checks.
• Manage all phases of the recruitment process consistent with law, collective bargaining provisions, and organizational policies and procedures to assure high-quality candidates are provided to the hiring manager in a timely and organized fashion.   
• Serve as a resource to CMH leadership, external applicants, and internal employees on SoM and OPP recruitment and retention activities, including but not limited to: hiring practices, diversity recruitment initiatives, interviewing techniques, collective bargaining provisions to recruitment and selection, relocation, recognition, training, temporary staffing, and retention opportunities.
• Serve as department liaison to OHSU Office of International Services for processing work visas.
• Oversees and provides backup in scheduling interviews and hosting applicants as needed, ensuring exceptional experience for all candidates.
• Assists in the implementation and management of both recruitment and locums contracts – ensuring optimal use and staying within the contractual agreements.   
• Manages smartsheet tracking, and working with OHSU and CMH leaders to ensure requests are supported by current/anticipated budgets.
• Advises leadership on best practice retention strategies. Educates and supports department leadership/managers in these strategies.

Faculty/Clinical Associate Development and Justice, Equity and Belonging:

• Serves as a partner for VP, OPP, and COO, CMH, focused on Faculty and Clinical Associate Development and Justice, Equity, and Belonging
• Helps support faculty/clinical associates with resources and development opportunities to promote advancement, career satisfaction, and well-being.
• Assists in leading CMH, OPP, and SoM to be a more inclusive academic community that cultivates and nurtures diverse backgrounds, supports an anti-racism workplace, and aims to achieve health equity for all. 

Faculty/Clinical Associate Compensation:

• Partners with OHSU Compensation, CMH, SoM, and OPP Leaders and Managers to develop/review requests and recommend appropriate compensation. 
• Evaluate and recommend compensation related changes for one-time payments, merit-based pay, reclassifications and any work differentials.
• Serves as a primary point of contact for CMH, SoM, and OPP for maintenance and annual CANDID planning for Faculty and Clinical Associate compensation.
• Advise employees on benefits and total rewards programs. 

Faculty/Clinical Associate On/Off Boarding:

• Oversees onboarding and off-boarding processes (in partnership with VP, OPP), including welcoming and acclimating new faculty/clinical associates to CMH registration for required training, setting up and removing access, and issuing and collecting equipment. 
• Oversee departmental credentialing, privileging, and provider enrollment tasks to ensure that all OPP/SoM faculty and clinical associates are compliant with privileging and credentialing through CMH, OHSU, OHSUMG as necessary.
• Oversees and provides backup for scheduling onboarding appointments, escorting new hires, and completing onboarding and termination tasks as needed.

Employee Records and Compliance:

• Oversees and ensures accurate and timely processes related to the entry of personnel actions, maintenance of employee personnel files, recredentialing processes, tracking employee training and qualifications, and maintenance of department contact list. 
• Accountable for developing and updating relevant departmental policies and guidelines.  Maintain up to date knowledge of OHSU policies, policy changes and resources in order to provide accurate information to leadership, managers, and employees. Attended departmental and organizational meetings as required to maintain accurate information. Ensure that the department is in compliance on required items.
• Acts as a final approver for all transactional HR changes including FTE, pay, new hire, and title changes and position requests.  
• Provides transactional and timekeeping support for all main departmental office, the education office, chief residents, and the medicine specialties clinic.

Strategic Planning/Misc:

• Participates with CMH and OHSU department leadership in the development of faculty/clinical associate recruitment and retention strategy and implements new priorities and directions identified by leadership. Includes the identification and need of recruitment/locums contracts and search firms as necessary.
• Ensures the incorporation of best practices in faculty/clinical associate recruitment strategy aligned with OHSU and the department’s goals and initiatives.
• Streamlines and optimizes the faculty/clinical associate recruitment process to ensure efficiency, compliance and a positive candidate experience.
• Provides interim management of staff, or coverage of assignments as needed for work units when a manager is not currently assigned.
• Special projects and other duties as assigned. 

• Bachelor's degree in a related field, or equivalent education/experience. 

• 3 years of professional experience in an academic medical center or healthcare setting or 5 years executive level recruitment within another industry.

• Excellent verbal and written communication skills including the ability to work with people of diverse backgrounds as well as the ability to effectively diffuse upset or angry persons.

• Proficient in the use of MS Office Suite.

• Professional and attentive customer service skills, both in person and via phone; ability to exercise good judgment; ability to work independently and with minimal direction; critical thinking skills.

• Ability to efficiently and effectively multi-task and manage many competing demands.

• A sense of urgency, attention to detail, and exceptional organizational skills are a must.

• Working knowledge of state and federal employment laws and knowledge of collective bargaining agreements.

• Ability to speak in front of a group.

• Able to perform the essential functions of the position with or without accommodation.

• Master’s degree in a related field.

• Proven experience in faculty/clinical associate recruitment operations or a related HR role within an academic or healthcare setting.

• Prior management experience.

• OHSU human resources experience is highly preferred.

• Previously worked in a union and academic setting.

• Oracle, iCIMS, SmartSheet experience

• Strong knowledge of academic hiring processes. 

• Demonstrated ability to lead and manage recruitment projects, ensuring timely and successful outcomes.

Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.