UW Medicine's IT Services department is looking for an outstanding Program Specialist for the Destination: One Program. This is a temporary position anticipated to last through 12/31/2020.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), Northwest Hospital & Medical Center (NWH), Valley Medical Center (VMC), UW Medical Center (UWMC), 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 Destination: One (D:1) Program Specialist ('Specialist') is a senior level professional whose primary purposes are to:1) Ensure effective and efficient operations for the D:1 Program Office by managing programmatic and administrative functions;2) Ensure all D:1 leadership, project managers, team leads and analysts have the resources needed in order to meet the objectives and deadlines set by the D:1 Program. This position is part of a matrixed organization. The D:1 Program Director will be responsible for overseeing the Specialist's program assignments and projects to their successful conclusion. The IT Services (ITS) Enterprise Business Systems (EBS) Director is the administrative manager, ensuring this position is successfully oriented to the Program and has the resources needed, as well as manages performance. Based on the needs of the Program, either of these Directors may elect to delegate their management authority, but they will remain, ultimately, responsible.This position is expected to exercise initiative, discretion, independent judgment and delegated decision-making authority in applying the responsibilities called for. Across UW Medicine we are united in a single mission: to improve the health of the public. In today's complex health care environment, we know that to achieve our mission we must provide high quality, safe, service-centered care to all patients and families while controlling the rising cost of healthcare. One way we are achieving our mission is through the Clinical Transformation Program. Led by our clinical and business leaders, and enabled by technology, this Program will create a connected care experience that improves workflows and simplifies our foundational systems. It includes the expansion to an enterprise-wide single Epic electronic health record (EHR). Our intent of simplifying foundational clinical and business systems is best summarized by our Program goal of - One Patient, One Record, One Story. This goal is realized through our Program outcomes: Improved patient engagement - Creates one record, giving patients easy online access to their information and care team at home or at any of our care settings Enhanced physician and clinician experience - Supports consistent and predictable care, minimizing rework; gives clinicians access to complete patient information across the continuum Creation of business and operating efficiencies - Simplifies and streamlines functions, including creating improved revenue cycle processesThe D:1 Program is a high-profile, multi-year project at UW Medicine in which the total project benefit is estimated to yield approximately $191,000,000 by FY2027. The project kicked off in October 2018 and will go-live in October 2020. The outcome of the project will be highly visible at all levels within UW Medicine from a clinical and financial perspective as well as the public. This position is a key resource for the project and tantamount to its successful outcome. Primary customers will be the leadership, project managers, technical leads and analysts within the D:1 Program. Other customers include executive leaders at UW Medicine facilities and affiliates, project stakeholders, information technology services staff, healthcare staff and faculty from all areas of UW Medicine impacted by D:1.Responsibilities include:D:1 Program Services and Management (50%)Develops, maintains, and optimizes work priorities, processes, methods, project and workflows.Analyzes, studies, designs and implements improved administrative methods and procedures; performs needs and outcomes assessments as needed.Administers technical and administrative projects, undertakings and initiatives; work with D:1 leadership, technical leads, sponsors and stakeholders.Leads or assists with developing detailed plans and schedules for the scope of the program; tracks program milestones, tracks completion of program tasks, and follows up on outstanding matters.Leads or assists with the implementation of communication plans that detail how and when information will be shared with stakeholders, team members, IT Services.Develops and documents standard operational procedures.Administers D:1 project application tools (e.g., SharePoint, Project Server, mailman distribution lists, etc.) by managing account access and configuration.Develops and manages team documents using version control standards and monitors project team compliance.Organizes complex meetings involving division heads, division administrators, and high level executive heads of UW Medicine and its affiliates (e.g. governance, subcommittees).Manages supply inventories, office equipment and D:1 program facility in coordination with IT Services' Facilities and Safety Administrator.Analysis and Reporting (30%)Conducts analytical studies and provides statistical data on a variety of programs and issues;Tracks and monitors project's performance ensuring accuracy related to tasks, assignments, milestones and their completion; provide reporting as requested.Develops, writes, edits, and manages the publication of reports that summarize the key aspects of findings from complex material, projects, etc., and presents the information in a way that is concise, comprehensible, and of value in decision-making to D:1 program team members, executives, stakeholders, etc.Collects team status data and updates status dashboard with relevant information.Monitors and documents progress of completion for a project activity segment, or multiple segments.Tracks and complies with monthly status reporting due dates and special status due dates.Leads or assists in the compilation of monthly status reports for the D:1 Project.Liaises with other IT Services teams and UW departments to determine methods, procedures, and costs pertaining to D:1 and conducts cost-benefit analysis where appropriate.Temporary Staff Management (10%)Makes recommendations to hire, conducts performance management of, or recommends dismissal for temporary administrative assistants. Provides administrative expertise and leadership to temporary administrative assistants.Assigns tasks, coaches, and mentors temporary administrative assistants.Special Projects Management and Coordination (10%)Directs and manages the logistics for team meetings and retreats for project directors' direct reports.Manages scheduling and coordination for D:1 governance meetings.Designs, maintains, and coordinates presentation materials, ensuring that these meet professional standards and are presented in an organized and straightforward manner.What you'll bring to the table: (minimum requirements) Bachelor's degree in Business Administration or related field or equivalent education/experience. Minimum of three years of increasingly responsible experience as an Executive Assistant, Management Analyst, or other professional level Administrative Specialist, or equivalent education/experience. Experience with the creation of documentation and/or training materials.Experience with the design and preparation of various types of reports (e.g., status and statistical reports).Experience with the preparation and delivery of oral and written presentations.Demonstrated maturity, discretion, and initiative in carrying out the responsibilities of the position in a confidential manner. Proven ability to exercise sound judgment and to work in a constantly changing environment.Ability to self-direct and effectively manage assignments.Must have exceptional organizational, interpersonal, and communication skills, both written and oral including excellent spelling and grammar. Demonstrated strong proficiency in Microsoft Word, Excel, PowerPoint, SharePoint, Outlook, and Web searches.Ideally, you'll also have: (desired skills and experience)Experience working in a high volume, high demand environment.Experience on an enterprise-level project for a large agency, institution, or business.What are some of the other tidbits that you might want to know?Ability to communicate clearly in English, both verbally and in writing.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 "Apply to this position". Once you begin applying for a position, all assessments must be completed at that time. Please note that your application shows up in our system as ready to review regardless of whether or not all assessments have been completed. If the assigned Recruiter happens to review applications prior to all of your assessments being completed, there is a chance you could be 'Not Selected' due to an incomplete application. For this reason, we strongly encourage all applicants to ensure there is plenty of time to complete all of the assessments prior to clicking on "Apply to this position".Who are we and what do we do? UW Medicine's mission is to improve the health of the public by advancing medical knowledge, to provide outstanding primary and specialty care to the people of the region, and to prepare tomorrow's physicians, scientists and other health professionals. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or click here to send an email.The University of Washington is a leader in environmental stewardship and sustainability, and committed to becoming climate neutral.#monster
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