Overview

The System Administrator is accountable for system coordination, content, documentation, workflows, and training for the staff scheduling software. The software supports both Northwest Permanente and Kaiser Permanente Health Plan staff schedules, time-off requests, attendance, and payroll. The System Administrator is responsible for the system security, upkeep, access, maintenance of user profiles, privileges, advanced rules, and system builds. The System Administrator provides decision-making advice in some instances, decisions related to implementation and management of vendor software releases, tests all releases, performs impact analysis, develops and maintains system and user documentation, and trains users. The System Administrator primarily works independently but also collaboratively within the team as needed, to provide advice and consultation necessary to support the staff scheduling software. This position will lead, coordinate, and/or perform project management functions within the department cross-functional teams and will also work with staff schedulers, Access Managers, analysts, payroll, and clinical staff leadership to ensure accuracy and create improvements.

This is a hybrid position that is a blend of working both remotely and in office. Must reside in the Northwest Service Region (Oregon or Washington).

Major Responsibilities / Essential Functions

• Build and maintain staff scheduling software including logins, access, leave of absence and advanced scheduling rules, reports, and demographic information for staff
• Respond and resolve all software issues
• Ensure data integrity and perform quality audits to ensure schedule accuracy
• Works directly with clinic operational leaders to capture and build complex scheduling rules into the software
• Perform testing (including UAT) and validation routines essential to application development and enhancement
• Document test expectations and outcomes at a level of detail that allows research and analysis
• Consults and makes decisions in conjunction with Access Management and system vendor related to release management, enhancement request, and system functionality development
• Identifies and logs bugs in the software, and works with vendor to resolve and communicate any potential impact to users
• Analyze and prepare data for analytical and statistical reports and analysis
• Develop specifications, identify data sources, design queries, and create reports to transform data into meaningful information
• Document data gathering and analysis methods and maintain the confidentiality of information
• Ensures that data within the system is managed according to HIPAA guidelines
• Reports user errors which violate control points, regulatory compliance, compliance with department policies and procedures to management
• Maintains online database which contains system and department documentation
• Develop and provide formal and informal training for end users
• Develop and maintain online documentation included training, job aides, processes, and procedures
• Consult as needed with users to enhance their understanding of content, relationships, and structures
• Provide consulting and subject matter expertise to staff and management for scheduling and system improvements

Provide administrative system support:

• Maintains and grants permission for all provider contract system of record user accounts
• Maintain user-level security
• Resolve user login issues
• Other duties as assigned

Minimum Education

• Bachelor's degree in Computer Science, Engineering, Social Science, Education, Business, Health Care or related or equivalent education and experience

Minimum Work Experience

• One (1) year experience in the administration and custom configuration of large of-the-shelf applications or software
• One (1) year system administration or applicable
• One (1) year experience working in a large matrixed

Additional Requirements

• Highly motivated, analytical, extremely detail oriented, and is able to work well in both independent and team environments
• The ability to multi-task and carry out a consistent, strong work ethic
• Excellent problem-solving skills
• Extensive knowledge of system, policy, and procedure documentation
• Good written and verbal communication, strong customer orientation
• Adaptable to new environments and assignments
• Ability to work without supervision
• Applied use of analytical skills including data analysis
• Ability to coordinate multiple projects and initiatives
• Ability to convey or exchange complex information including understanding statements of operations and procedural routines
• Ability to communicating with internal customers at all levels of an organization

Join Our Medical Group

Northwest Permanente is a self-governed, physician-led, multi-specialty group of 1,500 physicians, surgeons, and clinicians, caring for 630,000 members in Oregon and Southwest Washington. Kaiser Permanente is one of the nation's preeminent health care systems, a benchmark for comprehensive, integrated, value-based, and high-quality care.

Equal Opportunity Employer

At Northwest Permanente, we are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants without regard to race, color, religion, sex, pregnancy (including childbirth, lactation, and related medical conditions), national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information (including characteristics and testing), military and veteran status, and any other characteristic protected by applicable law. Northwest Permanente believes that equity, inclusion, and diversity among our employees are critical to our success, and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool.