UW Medicine's IT Services department is looking for an outstanding Research IT Management Analyst to join the team!
What are we looking for?
Patients Are First focus
Customer service mindset
Interpersonal skills and teamwork
Adaptability and flexibility
What are the perks?
Medical insurance at reasonable rates with TEN plans to choose from!
Dental Insurance at no cost to you OR your dependents...AND we have three plans for you to choose from!
10 paid holidays annually!
1 personal holiday every year!
Generous amounts of vacation and sick leave that you can feel good about taking (more than 5 work weeks in your first year) !
TWO Retirement plans to choose from – one even matches 100% of your contributions with immediate vesting!
Voluntary Investment program to save more towards your retirement!
Deferred Compensation program to save even MORE towards your retirement!
Flexible Spending Account...Tax Exempt!
Dependent Care Assistance program!
On-site Childcare Centers!
Long Term Disability insurance!
Life and Accidental Death and Dismemberment insurance!
U-PASS transportation program and discounted parking...PRE-TAX!
Tuition Exemption program – at the UW (and other colleges around the state)!
Housing resources and home buying options!
Auto, home, renter, and boat group insurance!
Valuable membership and merchandise discounts!
Federal student loan forgiveness under the Public Service Loan Forgiveness (PSLF) program!
For all of the specific details on these benefits and more, please visit click here.
The Research IT Management Analyst ('Analyst') will play a critical role in managing the day-to-day operations of the Research IT program. This position will also help manage the development and implementation of new program elements and tools that are intended to enhance the Research IT program. This position works under the direction of the Director of Research Information Technology.
The Analyst is an experienced professional who can independently manage the day-to-day operations of the Research IT program. We are seeking an individual who will provide research IT program and analytical management assistance for planning, coordinating and directing support and special projects such as team performance reporting, tracking and managing budget requests, budget analysis/forecasting, meeting scheduling (including executive level meetings), software licensing management and other cross-team administrative efforts. In addition, the person in this position must provide administrative support for the UW Medicine Chief Research Information Officer and the Director of Research Information Technology, which includes, but is not limited to assisting with internal and external communications, calendar management, meeting scheduling, travel arrangements, reimbursement tracking, and taking/distributing information security committee(s) meeting minutes. The person will assist with the creation and maintenance of web pages and team SharePoint sites using information provided by the Research IT Team.
This position will be responsible for contractor/vendor relationships including review of invoices and purchase orders, assisting the development of statements of work (SOW), tracking planned budget expenditures and coordinating the development of presentation materials for executive and departmental level committees and efforts. The Analyst will work to improve established operational processes associated with development and management of information security program. When needed, the person in this position will establish new procedures regarding best business practices, work flow, office policies, and operational management. The person in this position will develop and maintain a list of department contacts and customer relationships for ongoing collaboration and communication. The individual must process, track, and maintain records of key deliverables that support Research IT program (e.g. standards, guidelines, incident files, risk reports, and committee materials).
This position requires independent judgment and collaboration with both internal and external partners to proactively manage, analyze, report, and implement the research IT administrative programs, projects and tasks assigned. This position will also require the ability to navigate complex levels of the UW Medicine environment in addition to working with managers and directors of all UW Medicine entities. The incumbent is expected to perform analytical work requiring knowledge of administrative principles and analytical practices. This position will have full responsibility for various staff and project functions. The position will be provided access to restricted or confidential information including: investigation and incident response reports, Research IT and UW Medicine strategic plans and initiatives, financial information (or other sensitive materials and information) and attendance at executive governance meetings. The Analyst will be required to maintain confidentiality and follow strict federal and organizational guidelines.
The individual will assist in organizing, developing and analyzing materials relating to functions and activities for the Research IT program. The person in this position must manage the work plan with attention to deadlines and quality deliverables; support information sharing and gathering in order to monitor performance of programs and ensure staff members achieve organizational efficiencies, desired outcomes, and overall goals; and provide advice and counsel on program operations to the Director of Research IT.
The person in this position must develop supporting documents and maintain a balanced work load to achieve goals in a timely manner without compromising quality. This includes, but is not limited to defining scope and deliverables; developing and managing work plans; organizing, tracking, and aggregating disparate details; communicating responsibilities and expectations; and analyzing progress. The Analyst must be flexible yet focused to take on planned and unplanned priorities and tasks and see them through to completion. This requires the ability to work with cross functional teams, build relationships, and facilitate conversations that involve different perspectives about the information security program. The Analyst must use discretion and initiative to perform duties related to the information security program and ensure a timely and effective response to incidents and problems, exercising a high degree of confidentiality and professionalism.
UW Medicine IT Services implements, deploys and manages highly complex system applications and applications to meet and exceed key Research IT initiatives that support UW Medicine Entities. The need to provide and deploy security engineering services is to ensure that appropriate and effective security controls, techniques and solutions are identified and implemented ensuring confidentiality, integrity and availability of sensitive data. Additional applications and systems are supported through UW Medicine research affiliations such as the Fred Hutchinson's Cancer Research Center, NIH and other grants, contracts, clinical affiliations and other School of Medicine activities; as well as medical training programs with other institutions such as the Veterans Administration and Madigan Army Medical Center. This position is needed in order to meet federal regulatory requirements under HIPAA, ISO, PCI and other security standards, as well as to ensure the security of systems. Failure to meet regulatory requirements may result in fines, sanctions, loss of public credibility, and other business risks.
Program Management (50%)
Plan, organize and coordinate various programs, projects and services involving diverse administrative operations.
May administer or manage specific programs, projects and/or services.
Recommend and assist in installing improved administrative methods and procedures.
Responsible for meeting preparation and coordination of meeting locations and schedules; minute taking and transcription.
Responsible for the management and successful completion of assigned program/project tasks.
Manage and implement sub-projects that are integral to larger capital projects.
Support day to day management and improvements to Research IT Team and Public SharePoint intranet.
Organize, support, and minutes for high-level information security meetings involving VPs, Division Heads, Division Administrators, and high level Executive Heads of UW Medicine and its affiliates.
Program Analysis and Reporting (35%)
Conduct analytical studies and provide statistical data on a variety of Research IT programs, issues, and work plans.
Coordinate and expedite reports and program information from departmental input.
Develop procedures and forms, formulate recommendations and prepare reports and correspondence.
Liaison with other IT units and UW departments to assist in determining methods, procedures and costs pertaining to Analytics services or programs and conduct cost benefit analyses where appropriate.
Assist in budget preparation and administration.
Develop, write, edit and manage the publication of reports that summarize the key aspects of findings from complex materials, projects, etc. These reports should have the information presented in a manner that is concise, comprehensible and of value in the decision-making process of leadership, policymakers and other audience members.
Report progress and track details on assigned tasks to Program and Project Managers.
Create program/project documentation, including monthly status report to stakeholders and sponsors.
Develop and document standard operational procedures.
Develop and manage team documents using version control standards; monitor team compliance.
Track and monitor budget performance ensuring accuracy related to complex budgets and invoicing.
Using UW Medicine IT Services' ticket tracking system, Service Desk Manager (SDM), track and monitor departmental performance to Service Level Targets (including report out of past performance) for ITS Leadership and Business Operations Stakeholders.
Manage vendor/contractor relationships including development of contractor Statements of Work (SOW), purchase orders, and review of invoices.
Collect team status data and update status dashboard with relevant information.
Monitor and document progress of completion for work plans and risk management program.
Contribute to the calculation on monthly/quarterly Key Performance Improvement (KPI) Initiatives.
Track and comply with due dates for monthly status and special status reporting.
Assist Director of Research IT in compilation of weekly, monthly, quarterly, and annual status reports.
Program Implementation (15%)
Coordinate the deployment of contract arrangements with other organizations and outside vendors.
Coordinate FTE support as assigned.
Confer with IT units, other UW or UW Medicine departments and may make presentations on assigned projects and programs.
Provide staff support to committees or other IT units as assigned.
Primary contact for daily operations with external vendors.
Design, implement and provide oversight for internal training/onboarding/orientation for Research IT staff.
Develop standard operational procedures and policies implementation for Information Security programs.
Make supported recommendations and coordination for FTE support to CRIO and Director of Research IT.
Develop, maintain and optimize work priorities, processes, methods, projects, and workflows.
Design, maintain and coordinate presentation materials to UW Medicine Directors and Executive Sponsors.
May be required to present projects and programs to Managers, Directors and Executive Sponsors.
What you'll bring to the table: (minimum requirements)
Bachelor's degree in Computer Science, Business Administration or related field or equivalent combination of education/experience.
3+ years' administrative experience in a complex matrix organization involving the analysis of administrative concerns and the development of policies while demonstrating the following:
Strong computer skills, including Word, Access, Excel and Power Point. Familiarity with database applications.
Demonstrated ability to influence without the benefit of authority.
Experience writing, proofing and editing for grammar, accuracy and clarity (including minute taking skills).
Demonstrated ability to work independently, problem solve, take initiative, set priorities and handle multiple tasks efficiently and effectively.
Experience managing budgets.
Strong writing and analytical skills.
Financial and/or experience with budget practices and principals.
Demonstrated success interacting with diverse groups in a collaborative team environment.
Successful candidates will also possess:
Effective oral and written communication skills.
Fast-paced, self-motivated working style and multi-tasking ability.
Excellent interpersonal and coaching skills.
Excellent organizational skills.
Ability to exercise initiative and exhibit a high degree of professionalism including the ability to maintain confidentiality and use discretion.
Ability to manage complex programs effectively and efficiently under tight deadlines, with multiple interruptions, and without compromising quality.
Ideally, you'll also have: (desired skills and experience)
1+ year of direct project management experience.
Proven skills with SharePoint, Tableau or other visualization software.
Experience working on vendor contracts.
Experience in a healthcare/IT environment.
Collaborative tools such as Wikis and Google Docs.
Familiarity with technical architecture, including applications, servers, databases, and networks.
Experience authoring web pages using WordPress.
Experience planning events.
What are some of the other tidbits that you might want to know?
Must lead projects without direct supervisory authority.
Must work within the constraints of multiple technical environments.
Available to work off-hours and weekends as needed.
The majority of work is performed in an office environment during normal business hours.
Ability to communicate clearly in English, both verbally and in writing.
Appointment to this position will be contingent upon successful completion of criminal background and reference checks.
This advertised job posting may not include the complete official job description for the role.
The application process for UW Medicine positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process (i.e. Work Authorization, Criminal Conviction History, Cover Letter and/or others). Any assessments that you need to complete will appear on your screen as soon as you select
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