1) Program Facilitation: Testing including Student Accommodations:
Coordinates and manages Undergraduate master schedule for the majority of the courses for Mid-Terms, Finals, Safe Medication Administration (SMA) Exams, and NCLEX prep exams; planning and coordination begins 2-4 weeks before term starts, between faculty and different courses.
Communicates with all course coordinator faculty each term to determine program testing needs and develop a schedule and a timeline outlining the coordination of the various testing needs including locations, tracking students with accommodation needs to schedule their exams and meeting the requirements of each student\u2019s letter, and scheduling the proctoring staffing support for Mid-Term, Finals, and exams for Safe Medication Administration (SMA) through ATI, NCLEX prep through ATI, and other exams offered through ExamSoft.
Manages room reservations for all Undergraduate exams including Mid-Terms, Finals, SMA exams, NCLEX prep exams, special accommodation students, and make up exams.
Trains and then works with faculty regarding the use of the primary testing systems used for program Mid-Terms and Finals. Uploads test questions created by faculty and ensures correct translation into ExamSoft system. Verifies every question entered into the ExamSoft system to ensure the question delivery process to students is consistent and the overall quality of the exam meets program requirements.
Creates individual testing accounts for each student in the two testing systems used by the Undergraduate program each year. Then creates and manages student cohort groups as well as faculty accounts.
With each exam delivered, communicates with students and faculty information and the process to be followed with testing. Additionally, is present with the exam during class.
Manages the testing processes of students with approved testing accommodations for both undergraduate and graduate SON programs. This involves being the point of contact and working between the SON program liaisons/directors, OHSU Student Access Director, SON faculty, and students. The level of complexity of managing this process including the confidential nature of each student\u2019s specific needs is important and essential to avoid risk and student dissatisfaction. This work also includes coordination and scheduling exams using the SON Testing Center or other rooms based on the student letter.
Sakai Program Updates & Course Management:
Organizes and uploads postings and other program and course related materials into Sakai at any time. Examples includes articles from the library, quizzes, power points that accompany weekly lectures and other \u201cjust in time\u201d materials during the term and minutes from program meetings.
Manages and updates advising pages for program in Sakai site.
Uploads information into Undergraduate program Sakai faculty resource site with updates and information to support faculty teaching and meeting work requirements.
Textbook & Resources:
Coordinates a master textbook list for the program 8 weeks before upcoming quarter by working with each course coordinator faculty member. Then communicates updated book lists to students and to the bookstores, including price and ISBN, per guidelines and clarifies with the faculty of record any discrepancies that need to be addressed.
Manages textbook decision making and ordering for instructor\u2019s desk copies.
Manages the assignment of student advisees in conjunction with the program directors and faculty created guidelines. The assignment is based on the type of undergraduate program as well as related programs including VANAP, I-CAN, and other considerations. Then communicates the assignment to both the student and the faculty member. Updates the program listing is program Sakai site.
2) Course Support
Begins planning and preparing for faculty and course needs for upcoming quarter 10 weeks before quarter starts.
Schedules and coordinates room reservations related to each course delivered within the program such as course related meetings post conferences, course faculty meetings and works with other units in the school and university to facilitate scheduling.
Also books rooms in CLSB and other university buildings, when SON is full. Trouble shoots room management.
Oversees the planning and management of the administrative support for the undergraduate program.
Responsible to manage the Program Director schedule and organize program meetings for that position and the program operation.
Responds daily to priority requests re-adjusts workload as needed and keeps the manager and faculty appropriately informed.
Participates in committee meetings, distributes agendas and minutes, assists with meeting arrangements (including meetings with students and/or admissions interviews and sending welcome letters), and takes and types minutes as needed.
Participates in governance committee meetings, distributes agendas, assists with meeting planning, recording, and minute completion. Includes related program director on committee progress.
Archives program data. Keeps student files up to date by filing as needed.
Maintains electronic spreadsheets of program information.
Oversees the coordination of the program work with other program staff administrative assistant and work study students (WSSs). Communicates in an ongoing manner with the related program director regarding the status of projects, routine work, and issues.
Composes and distributes group email communications as needed with program faculty, students and other academic committees or groups related to courses and programs.
Creates, edits, and proofs newsletters, program handbooks, brochures and guidelines for the undergraduate program.
Responsible for organizing and supporting onsite accreditation reviews.
Assistance with greeting and support for accreditation experience.
Schedules room reservations and delivery of files and related records for the reviewers.
Oversee the maintenance of systems of program and course related record management assisting with the program accreditation process.
4) Technical Support:
Provides technical support to faculty with Microsoft Office products, Internet, and OHSU data base technologies as needed.
Assists with the coordination of videotaping related to the course as requested by faculty.
Provides technical support for faculty and students with using the two exam systems for the program \u2013 ExamSoft and ATI Testing.
Create surveys for program and workgroup data needs. Distributes the link to participant group and requesting designated group so they can monitor the results.
Coordinates program data entry projects, quarterly and as needed related to evaluation and outcome related and other specialized projects.
Responsible for reviewing technology changes received both internally and externally and communicating updates to program directors. Seeks clarification as needed. Then collaboratively develops a communication plan to disseminate the new information. Responsible to communicate the information to the relevant key parties \u2013 students, faculty, or others within the SON or university. Providing orientation and training for technology and media equipment, software applications; video conferencing support; and working with key stakeholders involved in technology.
5) Customer Service:
Assists faculty, staff and students as needed with general requests, office flow, including copying and scanning materials. Uses each opportunity to teach faculty and students to be self-sufficient.
Responds daily to phone calls and email from the public and OHSU community pertaining to academic courses and programs, responding with a professional level of proficiency and integrity.
Participates with program orientation, graduation and other celebration planning and other student events.
Student Applicant Process:
Manages essay writing process with the annual interview activities. This includes providing essay writing guidance to the applicants, documents for each student, assigning students to computers, specified student\u2019s documents on selected computers, uploading documents, providing technical support to applicants with the computer lab, and management of proctor schedules for these events.
Coordinates special accommodation students with their testing needs, for the interview process. This includes the execution of the essay writing Plan & Resolving of Issues as they come up.
Works collaboratively with Admissions Office for applicant notification processes, control and administer all information from the Undergraduate program that is given to applicants and newly administered students. Manages the process of information gathering from the program directors and faculty, and translate into information documents for students.
Collects data through surveys regarding overall interview process from faculty and applicants then correlate into documents for process improvement on the next Interview dates.
6) Human Resources/Financial:
Coordinates schedule for all 55 undergraduate faculty annual reviews with the program directors.
Manages HEC statements for the SON undergraduate program and the OHSU medical center, with all clinical faculty. Includes, coordinating correct data from program director and entering into each faculty\u2019s form, signature gathering, distribution if results to medical center. Manages entering faculty workload and performance (FAP) data for all 55 of undergraduate faculty. This includes each faculty assignments for the entire academic year. The program director assignment information is the source of the data entered.
Maintains records for billings, payments or charges and enters the information into OHSU systems. Works in coordination with the financial operations staff and program directors.
Initiates purchases including journal entries, professional service contracts, disbursements and reimbursements for the program and enters into OHSU systems. Monitors Student accounts and resolves OHSU payment issues with the various service agreements.
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