Program Technician 1

Department Overview

This position provides essential technical and operational support to the RNBS undergraduate program within the School of Nursing. This role is responsible for interpreting and applying academic policies and program guidelines to ensure consistent and accurate implementation of processes across a statewide, fully online undergraduate nursing program. Primary duties include the management of complex student data systems, coordination of student communications, and facilitation of faculty and administrative operations. This position requires a high level of technical proficiency to develop, maintain, and improve program databases, student tracking systems, and communication workflows. It serves as a liaison between students, faculty, and institutional partners, ensuring compliance with university policies while supporting student progression and program goals.

 

Operating in a highly collaborative environment, the Program Tech contributes to the effective functioning of the RNBS program by conducting operational reviews, recommending process improvements, and providing accurate and timely information for reporting, planning, and decision-making. Given the statewide scope of the program, this role requires excellent communication skills and the ability to coordinate services and resolve issues across multiple campuses, departments, and virtual platforms.

Function/Duties of Position

1. Program Coordination Advising, Student Records & Academic Tracking

• Serve as the primary academic advisor and main point of contact for an assigned caseload of students, providing comprehensive and proactive support with academic planning, program of study changes, and all aspects of academic progression to promote successful completion of the program.
• Manage the process and tracking for all student records regarding transcript/degree audit, students completing and working towards graduation requirements, graduation extension requests, and clearing students for graduation applications. 
• Coordinate with the Registrar and Compliance officers to update student statuses for all graduates, and Nurdones).
• Collaboratively monitor registration status changes and track accordingly
• Track and communicate with "Nurdones" quarterly, including surveys, email outreach, and compliance updates.
• Partners with Registrar's office to ensure review and approve transfer credit coursework, proper student status data management and record keeping ensuring timely graduation for RNBS graduates.
• Facilitates quarterly end-of-term graduation process, including coordination with the SoN graduation coordinator, verifying student eligibility for graduation and ceremony participation, mailing graduation materials, and guiding students through the degree application processStudent Engagement
• Builds and fosters an online community for RNBS students to engage with the program and their peers by coordinating online study groups, online coffee chats, lunch-and-learn webinars, diversity, inclusion training, and more.
• Maintain and update SharePoint content, program documentation, announcements, and schedule student-facing meetings through Microsoft Bookings. 

2. Program Data Monitoring 

• Uses a variety of technologies (student information systems, online platforms, customer relationship management systems, learning management systems, Banner, Degree Works, and OnBase) to effectively track student progression, and other metrics as requested.
• Maintain and update RNBS tracking tools (e.g., NURDONE, Exit Surveys, Custom Plans, etc.) to monitor student progress toward graduation.
• Manage data integrity across systems including SmartSheet, Cognos, OnBase, Xdrive, DegreeWorks, Banner, and OneDrive. 
• Develop and manage Qualtrics surveys for onboarding and information gathering.System and Content Management
• Maintains and updates internal resources including faculty and staff contact lists, course book lists, and RNBS SharePoint content to ensure accuracy and accessibility.
• Manages student award nomination processes, ensuring data integrity and timely submission, and collaborating with faculty regarding criteria, timelines, and selected recipients.

3. Operational Support:  

• Provides timely professional and accurate replies to phone calls, emails, student meeting requests (phone, WebEx, and Teams), communicating within 24 business hours. Responds to priority requests and keeps the program manager and program director appropriately informed as needed
• Support collaborative initiatives to effectively engage prospective students and healthcare partners, enhancing recruitment and community presence.
• Coordinates and schedules recurring meetings and participates in program planning and review meetings, takes minutes as assigned; follows up on information; and communicates with Program Manager/Director as needed.
• Mentor junior staff, ensuring that all team members are well-versed in program policies and procedures
• Assist with submitting expense reports for faculty
• Designs and develops program related forms 
• Supports planning and execution of RNBS Spring and Fall Retreats by coordinating logistics, preparing printed materials, and organizing presentation content.
• Serves as a backup to the RNBS Program Manager and Academic Success team colleagues when needed
• Supports the interviewing and onboarding process for new faculty and per diem hires, coordinating schedules, preparing materials, and facilitating communication across teams.
• Assists Program Manager /Director with task and projects when requested.

4. Program Representation:

• Works in partnership with SON admissions and central OHSU partners to maintain a student, mentor, and alumni database and newsletter. 
• Engages with RNBS online program activities including assistance and partnership during events such as orientation, recruitment and outreach, graduation, training, and meetings.   
• Communicates with the OHSU Compliance Officer regarding non-compliant students, reconcile enrollment changes and remove inactive students quarterly.  
• Designs and maintains program-specific marketing and outreach materials; ensures all content reflects the current program information and institutional branding standards.
• Coordinate with the Teaching and Learning Center (TLC) to produce and manage student spotlight video content, ensuring alignment with institutional branding standards; leverage multimedia assets for use in digital marketing, recruitment, and information session platforms.

5. Travel:

• Travel throughout Oregon and Washington/OR borders to represent the RNBS program in outreach meetings with external community stakeholders and students, including partner colleges, healthcare organizations, and professional associations; cultivate relationships to support program visibility, collaboration, and growth
• Bi-annual retreats in fall and spring time
• Availability to travel to SON Portland campus on a weekly basis to assist with in-person administrative duties such as printing, packing, mailing, and sorting program related materials.  

Required Qualifications

• Three years of experience administering or coordinating parts or subsets of a project or program.

• Bachelor's degree in Education, Student Services, Business Administration, Management, adult education, or a related field, or (equivalent combination of training and experience. Will be considered)

• Note: preference in hiring may be given in a special area specific to the position opening.

• Experience working in a higher education Academic or Student Services Office.

• Experience administering or coordinating parts or subsets of a high-volume customer-focused role involving people and information. 

• Experience working with diverse teams.

• Experience analyzing data/information, writing reports of findings including recommendations for change.

• Knowledge of Banner or a similar Student Database Information System.

• Advanced skills in Microsoft 365 tools and Smart Sheet, Visio, Qualtrics, Adobe Suite, etc.

• Data management skills including the use of Excel and other databases and merging information from multiple systems and platforms into accurate reports.

• Skills in utilizing a proactive and innovative approach for recruitment, retention, graduation, and academic planning.

• Strong communication skills (verbal, non-verbal, written, and visual) with a high level of professionalism.

• Ability to prioritize tasks to ensure the smooth flow of services and operations

• Highly developed ability to work in a team environment. 

• Efficient and effective problem-solving skills while working as part of a team.

• Knowledge and skills in the development of technical procedures, systems, and forms;  

• High level of ability to organize and prioritize multiple demands and deadlines.

• Valid Oregon Driver’s License or ability to obtain within 30 days of hire.

Preferred Qualifications

• Bachelor’s degree in Education, Student Services, Business Administration, Management, Academic Affairs, Adult Education or a related field, or equivalent combination of training and experience. 

• A minimum of 1-2 years’ experience processing student registration, degree evaluations, and/ or reviewing transcripts and academic advising

• Experience working in Online Higher Education, Academics, or Student Services.

• Demonstrated experience collaborating effectively in a remote, team-based work environment. 

• Nursing program experience.

• Written and oral Spanish language proficiency.
• Experience creating and managing surveys.

Additional Details

This is a full-time, fixed position, with days/hours Monday-Friday, between 8 am – 5 pm. Some early mornings, evenings, and/or weekend hours will be required. This is a hybrid remote position. Professional Dress - This unit has a professional dress code when representing OHSU/RNBS at student recruitment events, when on the OHSU campus conducting RNBS program business, on videoconference meetings, and in public-facing situations while representing RNBS.

The majority of work will be performed remotely, but occasional in-person work is required in Portland as well as occasional statewide travel. This person will travel as a representative of the School of Nursing RNBS program within Oregon.

 

This position will be required to attend periodic events throughout the year, these include:

• RNBS program retreats in various locations across the state of Oregon, some of these locations may/may not be accessible by public transportation
• RNBS OCNE recruitment visits to community colleges across the state of Oregon- carpooling may be involved in which they may be driving a person or two. Some campuses are located in rural parts of the state in which public transportation may not be an option.
• Attending the Statewide OCNE conference, held in various locations across the state of Oregon
• RNBS recruitment and outreach events, statewide
• Attendance and support at graduation ceremonies
• Weekly travel to SON Portland campus

All are welcome

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 [email protected].