Office Secretary Jobs in Oregon

INTRODUCTION

This position is responsible for leading large scale, complex projects, programs, or process improvement initiatives utilizing change management, project management and LEAN principles and techniques. Work comprises all stages of the project lifecycle, process improvement, program, and change management frameworks. Under minimal supervision, this position acts as a liaison between internal and external partners, contractors, and stakeholders to facilitate collaboration, consensus building and help ensure accountability, as well as maintain technical project reports, records and documentation. This is an expert level position that also coaches and mentors staff and assists with supervisory responsibilities.

Estimated Hiring Range:

$113,940.00 - $139,260.00

Bonus Target:

Bonus - SIP Target, 5% Annual

Current CareOregon Employees: Please use the internal Workday site to submit an application for this job.

ESSENTIAL RESPONSIBILITIES

Technical Leadership

This position focuses on one of the following areas:

Project Management

• Apply expert skills in leading stakeholders; act as a resource to project team members.
• Monitor and regularly communicate project status to Sponsors, Business Owners and other stakeholders, helping to ensure progress toward completion.
• Make formal and informal presentations and reports, providing updates and other relevant information on the status of projects.
• Represent the organization regarding project status and alignment with strategic plans; facilitate and work effectively to develop consensus within divergent groups and/or groups with divergent viewpoints.

Program Management

• Define program structure, processes, tools, and procedures.
• Apply expert skills in managing stakeholders and resources involved in the projects and program.
• Ensure deliverables are aligned across the projects and program.
• Act as a resource to program team members.
• Monitor and regularly communicate status to Sponsors, Business Leads and other stakeholders, helping to ensure progress toward completion.

Process Improvement

• Facilitate the coordination and integration of process improvement approaches into the leadership system and business unit daily work.
• Manage the training program for EPMO staff and CareOregon leaders in support of the leadership system and other process improvement initiatives.
• Communicate with all departments, staff, and leadership to ensure understanding across the organization.
• Implement and refine PI approach using systematic feedback from the users.
• Participate in the development and delivery of training curriculum.

Planning and Development

• Develop project, program and change management plans that outline components, communications, milestones, priorities, needs and resources.
• Organize, facilitate, and participate in meetings of stakeholder groups to identify needs and build consensus and collaboration.
• Work collaboratively in analyzing business needs to identify potential technical solutions and process impacts to inform business case and project proposals and project plans.

Quality Assurance

• Identify potential difficulties and/or barriers to project goals and take steps to mitigate or avoid them.
• Ensure compliance with all applicable standards, policies, laws, rules, and regulations outlined in the project plan.

Implementation

• Employ advanced change management techniques to facilitate the adoption of the project.
• Track program and/or large-scale project costs and identify variances from project plans.
• Develop and recommend operational processes and/or process improvements including supporting information systems.

Documentation and Evaluation

• Maintain appropriate records, information, documentation, and reports.
• At the time of project completion, close files, and review records to ensure documentation is appropriate and complete.
• Facilitate the evaluation of progress and challenges following implementation, identifying potential system or process improvement opportunities.
• Provide subject matter expertise and guidance for implementation, configuration and on-going support of internal systems, technology, and analytics.

Administration

• Actively participate in business unit planning and performance metrics.
• Recommend and draft policies, communications, and procedures for departmental or organizational application.
• Participate in functional discussions and initiatives across departments.

People Leadership

• Provide leadership for a team in support of team direction and goals.
• Provide input into staffing needs; assist in recruiting and hiring staff, using an equity, diversity, and inclusion lens.
• Participate in organizing, scheduling, monitoring, and improving work; help ensure employees have information to meet job expectations and have coverage during absences.
• Contribute to the development, communication, and oversight of team and individual goals.
• Train, lead, and coach employees; may facilitate team meetings.
• Incorporate guidance from CareOregon equity tools into people leadership.
• Help monitor employee adherence to department and organizational standards, policies, and procedures.
• Assist in evaluating employee performance, providing feedback to support success, recognizing strong performance, and addressing performance gaps and accountability (corrective action).
• Perform lead tasks in collaboration with Human Resources as needed.

EXPERIENCE AND/OR EDUCATION

Required

• Minimum 6 years’ related experience, including minimum 5 years managing projects, programs, or process work.
• Depending on the area being hired, experience should include the following:
• Project Lead: 5 years’ experience leading information systems projects, as well as independent leadership of a variety of medium, large, and enterprise level/complex projects.
• Program Lead: 5 years’ experience managing a variety of projects or complex programs, including information systems components.
• Process Lead: 5 years’ experience leading a variety of process improvement work.
• Minimum of 3 years’ experience leading Change Management.
• Minimum 2 years’ experience in the health care or managed care industry.

Preferred

• Scrum, Agile, and/or Project Management International (PMI) Project Management certification.
• 3 or more years’ experience in health plan operations.
• Prosci certification Train the Trainer II level to be able to certify others.
• Supervisory or lead experience.
• Smart Sheets experience.
• This is a hybrid role, requiring onsite work in Portland. Candidates must live within 50 miles of Portland, Oregon.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

Knowledge

• Thorough knowledge of principles, methods, and techniques of project management, program management, and/or process improvement.
• Knowledge of Prosci and other Change Management methodologies.
• Working knowledge of policies, principles, and practices of healthcare and health insurance.
• Advanced understanding of multiple health plan functions and system implications.
• Advanced knowledge of multiple project management frameworks, specifically variations of both agile and waterfall development methods.
• Expertise with information systems in the health insurance or related industry preferred.

Skills and Abilities

• Ability to create and deliver training on Change Management methodologies.
• People leadership skills, including ability to coach, develop, and monitor work of team members.
• Expert ability to integrate process improvement and redesign principals and techniques such as Lean, PDSA, or Six Sigma or develop a formal and detailed project plan aligned with established timeline and budgetary guidelines.
• Advanced ability to lead and motivate peers, cross-functional partners, and management toward project goal attainment.
• Excellent ability to manage multiple activities, matrixed teams, organization communications, and frequently competing priorities to implement change as necessary within time and budget constraints.
• Excellent skills in Microsoft Office, collaboration, and project planning systems.
• Highly skilled at resource planning and negotiating with resource managers for needed skills and time from team members throughout the project/program lifecycle.
• Excellent communication skills, including listening, verbal, written, documentation, meeting facilitation, and presentations.
• Ability to maintain a high degree of professionalism in working with internal and external business partners.
• Ability to work effectively with diverse individuals and groups.
• Ability to learn, focus, understand, and evaluate information and determine appropriate actions.
• Ability to accept direction and feedback, as well as tolerate and manage stress.
• Ability to see, read, and perform repetitive finger and wrist movement for at least 6 hours/day.
• Ability to hear and speak clearly for at least 3-6 hours/day.
• Ability to lift and carry for at least 1-3 hours/day.

WORKING CONDITIONS

Work Environment(s): Indoor/Office Community Facilities/Security Outdoor Exposure

Member/Patient Facing: No Telephonic In Person

Hazards: May include, but not limited to, physical and ergonomic hazards.

Equipment: General office equipment

Travel: May include occasional required or optional travel outside of the workplace; the employee’s personal vehicle, local transit or other means of transportation may be used.

Work Location: Hybrid-Office 2 days/week

We offer a strong Total Rewards Program. This includes competitive pay, bonus opportunity, and a comprehensive benefits package. Eligibility for bonuses and benefits is dependent on factors such as the position type and the number of scheduled weekly hours. Benefits-eligible employees qualify for benefits beginning on the first of the month on or after their start date. CareOregon offers medical, dental, vision, life, AD&D, and disability insurance, as well as health savings account, flexible spending account(s), lifestyle spending account, employee assistance program, wellness program, discounts, and multiple supplemental benefits (e.g., voluntary life, critical illness, accident, hospital indemnity, identity theft protection, pre-tax parking, pet insurance, 529 College Savings, etc.). We also offer a strong retirement plan with employer contributions. Benefits-eligible employees accrue PTO and Paid State Sick Time based on hours worked/scheduled hours and the primary work state. Employees may also receive paid holidays, volunteer time, jury duty, bereavement leave, and more, depending on eligibility. Non-benefits eligible employees can enjoy 401(k) contributions, Paid State Sick Time, wellness and employee assistance program benefits, and other perks. Please contact your recruiter for more information.

We are an equal opportunity employer

CareOregon is an equal opportunity employer. The organization selects the best individual for the job based upon job related qualifications, regardless of race, color, religion, sexual orientation, national origin, gender, gender identity, gender expression, genetic information, age, veteran status, ancestry, marital status or disability. The organization will make a reasonable accommodation to known physical or mental limitations of a qualified applicant or employee with a disability unless the accommodation will impose an undue hardship on the operation of our organization.