All across UW Medicine, our employees collaborate to perform the highest quality work with integrity and compassion and to create a respectful, welcoming environment where every patient, family, student and colleague is valued and honored.
UW Medicine’s IT Services department has an outstanding opportunity for a Management Analyst!
UW Medicine’s Information Technology Services (ITS) department is a shared services organization that supports all of UW Medicine. UW Medicine is comprised of Harborview Medical Center (HMC), UW Medical Center-Montlake Campus (UWMC-Montlake), UW Medical Center-Northwest Campus (UWMC-NW), Valley Medical Center (VMC), UW Neighborhood Clinics (UWNC), UW Physicians (UWP), UW School of Medicine (SOM) and Airlift Northwest (ALNW). In addition, UW Medicine shares in the ownership and governance of Children’s University Medical Group and Seattle Cancer Care Alliance (a partnership between UW Medicine, Fred Hutchinson Cancer Research and Seattle Children’s). ITS is responsible for the ongoing support and maintenance of the infrastructure and applications which support all of these institutions, along with the implementation of new services and applications that are used to support and further the UW Medicine mission.
In collaboration with UW Medicine IT Services (‘ITS’) and under the general guidance of the Chief Administrative Officer (CAO), the ITS Management Analyst ('Analyst') will play a critical role in managing the day-to-day operations of several teams, including the IT Services PMO, Service Management, Population Health, IT Finance, and HR team. This position will also help manage the development and implementation of new program elements and tools that are intended to enhance service line solutions.
The Analyst is an experienced professional who can independently manage programmatic and day-to-day operations of ITS Teams that report to the Chief Administrative Officer: the Project Management Office (PMO), Service Management, Population Health, ITS Finance and ITS Human Resources. The individual in this role will provide programmatic, operational and analytical management expertise and hands-on support to this group such as providing these leaders with recommendations and consultation to improve team work, measure team performance, determine key performance indicators and team performance reporting, tracking and managing budget requests and expenditures, budget analysis/forecasting, the planning, coordinating and developing/keeping contents of meetings focused (including executive level meetings), manage software licensing, and other cross-team strategic and programmatic efforts. In addition, this position manages the Chief Administrative Officer’s calendar, scheduling meetings and travel, manages reimbursements through the ITS process, develops content for internal and external communications and manages distribution through appropriate department channels (i.e. SharePoint, Mailman, and Teams).
The Analyst will work to improve established operational processes. When needed, the person in this position will establish new procedures regarding best business practices, workflow, office policies, and operational management. The individual must process, track, and maintain records of key deliverables that support programs led by each team (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 administrative programs, projects and tasks assigned. This position must work independently and within a team environment managing multiple priorities in a fast-paced environment. Responsibilities are to be carried out with a high level of technical expertise; collaborating with other teams, stakeholders, and technical and business operations teams as required to successfully deliver within areas of responsibility. 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 individual will assist in organizing, developing and analyzing materials relating to functions and activities for programs supported by assigned teams. 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 Chief Administrative Officer.
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.
RESPONSIBILITIES
Program Management (50%)
Plan, organize and coordinate various programs, projects and services involving diverse administrative operations.
Training class management (e.g., managing who attends training, tracking budgets related to training, etc.)
May administer or manage specific programs, projects and/or services (e.g., travel coordination, purchasing, etc.)
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 SharePoint.
Organize, support, and take minutes for high-level 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 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 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 teams’ documents using version control standards; monitor team compliance.
Track and monitor budget performance ensuring accuracy related to complex budgets and invoicing.
Using 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 Chief Administrative Officer in compilation of weekly, monthly, quarterly, and annual status reports.
Program Implementation and Process Improvement (15%)
Confer with IT units, other UW or UW Medicine departments and may make presentations on assigned projects and programs.
May be required to present projects and programs to Managers, Directors and Executive Sponsors.
Design, maintain and coordinate presentation materials to UW Medicine Directors and Executive Sponsors.
Make supported recommendations and coordination for FTE support to Chief Administrative Officer.
Develop standard operational procedures and policies implementation for various programs.
Provide staff support to committees or other IT units as assigned.
Primary contact for daily operations with external vendors.
Perform timely escalations for contract renewals, contractor personnel issues, and conflict/constraints related to SOWs with vendors.
Coordinate the deployment of contract arrangements with other organizations and outside vendors.
Coordinate FTE onboarding support as assigned.
Design, implement and provide oversight for internal training/onboarding/orientation for teams’ staff.
Develop, maintain, and optimize work priorities, processes, methods, projects, and workflows.
Make supported recommendations and coordination for FTE support to Chief Administrative Officer.
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.
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.
The successful candidate will also possess:
Values consistent with those of UW Medicine's mission to improve the health of the public by advancing medical knowledge, providing outstanding primary and specialty care to the people of the region, and preparing tomorrow's physicians, scientists, and other health professionals.
Proven customer service orientation with a history of delivering high quality products on time.
Excellent written and oral communication abilities with the ability to convey a positive and professional image in person, on the telephone and in correspondence.
Ability to translate complex issues into comprehensible ideas and concepts with both technical and non-technical staff.
Strong interpersonal skills with the ability to work effectively with a diversity of personalities while forging effective partnerships.
Flexibility with proven ability to conform to shifting priorities, demands, and timelines through analytical and problem-solving capabilities.
Strong organizational, multitasking, and collaboration skills in various work environments including complex, matrix environments with proven attention to detail.
Proven ability to work creatively and analytically in a problem-solving environment demonstrating teamwork, innovation, and excellence.
Internal motivation to be action oriented and results driven with ability to adapt to change.
Proven ability to work in an ambiguous environment and collaborate across multiple areas in order to achieve a common business objective.
Decisiveness in resolving business problems, making decisions, and identifying priorities.
Must be able to learn, understand, and apply new technologies.
DESIRED
Previous experience in and knowledge of academic healthcare systems and/or operational environments.
Advanced degree (e.g., Master’s, PhD, etc.)
1+ year of direct project management experience.
Proven skills with SharePoint, Tableau or other visualization software.
Experience working on vendor contracts.
Knowledge of information security practices.
Experience in a healthcare/IT environment.
Collaborative tools such as Wikis and Google Docs.
Familiarity in information security and privacy.
Familiarity with technical architecture, including applications, servers, databases, and networks.
Experience authoring web pages using WordPress.
CONDITIONS OF EMPLOYMENT
This is an Information Technology deadline-driven work environment.
The individual in this position is expected to work normal daytime hours. The work may be performed in either an office environment or by telecommuting with manager approval; however, significant off-hours and weekends may be needed to resolve problems and respond to emergencies. This individual is expected to be available for emergencies (business continuity/disaster recovery efforts) on a 24x7 basis as needed.
Must have the ability to meet in person as directed by manager.
Because of the physically separated sites for UW Medicine, this position requires the ability to travel to alternative work locations as needed.
Must coordinate projects without direct supervisory authority.
Must work within the constraints of multiple technical environments.
ITS provides services to all UW Medicine organizations – HMC, UWMC-Montlake, UWMC-NW, VMC, UWNC, UWP, SOM, and ALNW. The individual in this position must learn many organizational structures and cultures and continually foster collaboration.
Ability to communicate effectively in English, both verbally and in writing.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.
