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 Research IT 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.
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). Analyst will also serve as a subject matter expert and customer facing liaison with Research IT service lines.
Program Management (65%)
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.
Act as subject matter expert and customer facing liaison for RIT service lines.
Calendar management for Chief Research Information Officer and Director of Research IT.
Program Analysis and Reporting (20%)
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.
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.
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.
Experience planning events.
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.