Program Manager - Talent Care Center

At Duke Health, we're driven by a commitment to compassionate care that changes the lives of patients, their loved ones, and the greater community. No matter where your talents lie, join us and discover how we can advance health together.

General Description:

The Duke University Health System (DUHS) Human Resources Centralized Employee Files Program Manager plays a pivotal role in orchestrating and overseeing the health system's centralized digital filing system for employee HR files. This strategic position is responsible for managing the implementation and ongoing operation of the OnBase platform, ensuring compliance with regulatory requirements, and optimizing operational efficiency of the employee document management process.

The Program Manager serves as the key liaison between the Talent Care Center (TCC), managers across the health system, and regulatory bodies to ensure proper maintenance and accessibility of employee files. This role demands a unique blend of technical expertise, strategic thinking, and interpersonal skills to effectively manage the transition from decentralized paper-based files to a unified digital system.

This position directly contributes to DUHS's commitment to operational excellence and compliance by ensuring the seamless execution of document management processes, maintaining regulatory compliance, and fostering a culture of continuous improvement. The HR Files Program Manager's efforts have a far-reaching impact on organizational efficiency, risk mitigation, and the overall effectiveness of the health system's human resource operations.

Duties and Responsibilities:

Digital Filing System Implementation and Management:

• • Oversee the implementation and management of the centralized OnBase digital filing system for employee HR files
  • Work with Access Services to coordinate the scanning of existing employee files
  • Collaborate with DHTS OnBase team to optimize the digital platform for employee document management
  • Continuously evaluate and optimize document management processes for efficiency and effectiveness
  • Identify opportunities for automation and technology enhancements in file administration
  • Lead process improvement initiatives to streamline document management workflows

Education and Training:

1. • Develop and coordinate comprehensive training programs on uploading and monitoring employee documents and files
   • Create user-friendly training materials, including guides, FAQs, and online resources
   • Conduct training sessions to ensure managers and HR staff understand the digital filing system
   • Address inquiries and concerns related to employee document management, offering timely and accurate information

Compliance and Audit Management:

1. • Develop and implement a framework for monitoring and auditing files for accuracy and completion
   • Provide periodic audits of employee files to ensure completeness and compliance
   • Liaise with nursing and nursing support administration regarding certifications and licensures
   • Work with joint commission and other regulatory bodies during visits to ensure compliance
   • Maintain accurate and up-to-date records of employee documents

Data Analysis and Reporting:

1. • Analyze document management data and trends to identify areas for improvement
   • Prepare regular reports and metrics related to file completeness, compliance, and system performance
   • Present findings and recommendations to management and stakeholders

System Integration and Enhancement:

• • Ensure the smooth functioning of the OnBase platform
  • Work to enhance the capabilities of the platform over time
  • Collaborate with IT and other stakeholders to ensure proper integration with existing DUHS systems
  • Evaluate and recommend technical solutions to improve document management efficiency

Required Qualifications at this Level

Education

Work requires communications, analytical and organizational skills generally acquired through completion of a bachelor's degree program.

Experience

Work requires the ability to plan and administer programs and direct program activities within a specific functional area, generally acquired through four years of related experience.

OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Preferred Qualifications

• Experience with document management systems, particularly OnBase
• Knowledge of healthcare regulatory requirements related to employee documentation
• Excellent project management and organizational skills
• Strong analytical and problem-solving abilities
• Proficiency in data analysis and report preparation
• Ability to work independently and make critical decisions
• Experience with HRIS systems
• Strong understanding of healthcare compliance requirements

Duke is an Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex (including pregnancy and pregnancy related conditions), sexual orientation or military status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends onthe robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.