This position manages all aspects of OHSU Visitors & Volunteers (OVV). OVV registers, provides administrative, human resources (HR), onboarding, and retention support to volunteers, paid and unpaid interns, visiting scholars, visiting scientists, and other similar unescorted visitors as defined by OHSU Policy.
The Program Manager leads all aspects of OVV. Additionally, this position monitors the changing institutional environment for potential impacts to the volunteer and visitor population, taking appropriate proactive steps to proposed changes. Cultivating working relationships with internal partnering departments is vital to this position e.g. Public Safety, Risk Management, Legal, Human Resources, Office of International Affairs, Export Controls, Occupational Health, Environmental & Radiation Safety, Central Financial Services, Corporate & Research Integrity, etc.
Key Responsibilities & Performance Standards
Strategic planning to grow and sustain program efforts in tandem with institutional goals, objectives, and mission, including:
Coordination with hosting sites on the development of position descriptions, site expectations, training resources, and recruitment plans.
Developing and maintaining effective relationships with a variety of community programs.
Attending and participating in professional and community meetings/events to recruit interested parties for volunteer service.
Fostering relationships with local volunteer management organizations (e.g. Northwest Oregon Volunteer Administrators Association, Mid Valley Volunteer Managers Association, Ronald McDonald House, etc.)
Evaluating effectiveness of programs through the use of metrics.
Identifies, develops, and implements improvements to workflow processes, organizational structure, programs, information systems, and customer feedback.
Provides oversight of volunteer and visitor recognition (e.g. monthly awards, volunteer/visitor profile features on social media, annual appreciation week, etc.).
Designs, coordinates and presents at New Volunteer & Visitor Orientation(s), continuing volunteer education offerings, and opportunity workshops, etc.
Oversight of program branding and marketing to both internal and external audiences including all program media channels (e.g. website, Facebook, Volgistics, etc.)
Provides oversight for maintenance of volunteer and visitor information data warehouses (e.g. Volgistics), and collaborates with institutional data warehouses as appropriate (e.g. Compass, ReadySet, etc.)
Staff and Volunteer Management:
Recruits, hires, and oversees orientation of new employees.
Mentors and provides direct supervision and performance appraisal for all departmental staff.
Ensures employees complete mandatory activities for Employees health requirements, and mandatory educations.
Ensures self and department employees compliance with OHSU Code of Conduct.
Provides indirect supervision and mentorship of volunteers and visitors across the institution.
Oversees the accuracy and maintenance of all active and archived volunteer and visitor personnel files.
Monitors and complies with the budget, including preparation of monthly and variance reports.
Reviews financial reports to ensure expenditures and receivables are captured according to fiscal policies and University guidelines.
Manages RFP process for vendors, as needed.
Provides oversight of the appropriate use of resources and budgetary compliance related to possible resources and fringe benefits for volunteers and visitors (e.g. parking, bus passes and meal barcodes).
Quality Assurance and Compliance:
Reviews, edits and develops policies and procedures as appropriate to ensure OHSU is in compliance with DNV and other regulatory requirements.
Maintain knowledge and awareness of applicable standards, rules, regulations, and laws at OHSU, the community, state and federal level governing the activities of our visitors and volunteers.
Addresses compliance issues/concerns in concert with Risk Management, OHSU Legal Department, Occupational Health, Public Safety, Corporate & Research Integrity, etc. including Federal, State, and institutional regulatory requirements.
Ensures mandatory institution-wide trainings are completed by volunteers.
Completes reporting for compliance and productivity of predetermined departmental units of services (UOS).
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