Faculty Recruitment & Ops Program Manager

Department Overview

The Faculty Recruitment and Employment Operations Program Manager provide advanced, professional-level support for the full-cycle of employment operations for assigned customer groups within the OHSU School of Medicine (SoM). As a team member in the School of Medicine Employment Operations (MEO) group, this role operates with a higher degree of independence and discretion across the spectrum of assigned responsibilities. This position regularly partners with departments across the SoM to develop and implement full-cycle, strategic faculty recruitment plans.

The position is also expected to serve as a subject matter expert on one or more key responsibilities.

Under limited direction from the unit administrative leader and the MEO Manager, the Faculty Recruitment and Employment Operations Program Manager manage employment operations activities such as strategic faculty recruitments, coordinating staff recruitments, onboarding and offboarding, timekeeping and leave administration, visa and work authorization coordination, and volunteer and visitor onboarding. This position frequently partners with leadership to address non-routine issues, strategizes unique solutions, and ensure compliance with unit, institutional, state, and federal requirements.

The Faculty Recruitment and Employment Operations Program Manager proactively identify opportunities for process improvements, develops job aids and documents standard operating procedures for use across the MEO group. The role requires critical thinking, strong organizational skills, and the ability to adapt workflows to meet changing operational needs while upholding service excellence.

This position serves as a trusted resource for department leadership and staff. By fostering collaborative relationships and implementing practical solutions, the Faculty Recruitment and Employment Operations Program Manager ensure consistent, high-quality support aligned with institutional goals and priorities.

This description reflects the core duties of the Faculty Recruitment and Employment Operations Program Manager role. Additional responsibilities may be assigned as needed and organizational needs evolve.

Strategic Faculty Recruitment

• Following the Strategic Faculty Recruitment SOP, partners with departments across the School of Medicine to develop and implement a full-cycle, strategic faculty recruitment plan.
• Develops and sources a pipeline of qualified candidates through messaging, marketing and job announcement placement. Contact potential candidates to gauge interest and initiate the application process.
• Screens candidates and work with hiring committees on the selection process.
• Assists with writing faculty/fellow/APP offer letters, submit offer letters to the SOM Dean’s Office for approval, delivers offer letters to candidates.
• Works closely with candidates through each step of the process to ensure a seamless and exemplary candidate experience.
• Manages recruiting firm searches and the locum contracting process for assigned departments.

Onboarding and Orientation

• Monitors new hire progress to ensure completion of background testing, drug screening, reference checks and other new-hire requirements.
• Coordinates new hire activities such as new employee orientation, compass training modules, Epic training, and badge requests.
• Works with OHSU Medical Affairs and Provider Enrollment groups to ensure credentialing tasks are completed, anticipate delays or issues with enrollment, advise/adjust start dates for faculty as needed.
• Communicate with the new-hire throughout the onboarding process to set and manage expectations around the onboarding activities and ensure a smooth and customer-centric experience.

Recruitment Coordination

• Works with hiring manager to review and edit position descriptions for compliance with class specifications, responsibilities and minimum qualifications.
• Submits new and replacement job positions through the position approval process and/or the ePAR system and monitors timely posting of jobs in iCIMS.
• Assists departments with advertising, sourcing and screening candidates.
• Manages the iCIMS posting and applicant status.
• Completes finalist form once final candidate is selected, initiates relocation package and/or hiring bonus as needed.
• Coordinates with AYA for temporary staffing needs.

Employment Life-Cycle Transactions:

• Works with employees and managers on employment life-cycle transactions to provide guidance and information and initiate appropriate processes or procedures.
• Submits HRE actions in Oracle, such as job changes, FTE changes, pay changes, leaves and terminations. Ensure timely processing and provide guidance on effective dates to align with payroll calendar.
• Coordinates annual contract renewal process for unclassified employees.
• Initiates re-credentialing process for providers.
• Conducts Stay Interviews and Exit Interviews as needed, reviews results with managers to enhance employee retention.
• Provides offboarding…