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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 Sr. Portfolio Services Tools Analyst 3!
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 ITS Project Management Office (PMO) serves to provide a structured foundation to effectively and efficiently manage incoming and active projects within our portfolio through reuseable standards and streamlined processes. The Portfolio Services team within the PMO provides centralized visibility to identify the fastest, most cost effective, or most suitable approach to deliver projects and programs to our customers to achieve maximum value for their IT investment.
Under the general guidance of the Portfolio Services Manager, the Senior Portfolio Service Tools Analyst III (‘Sr. Analyst’) is responsible for leading the management of the processes, tools, and data used by our project managers, resource managers, and our PMO to analyze and collectively manage current or proposed projects. Project Portfolio Management (PPM) areas addressed by the Sr. Analyst include enterprise information technology governance, project selection, project management, resource management, financial management, and time management. Project portfolio management functions will be performed in partnership with medical center business partners, customer groups, and internal ITS groups.
Areas of responsibility include, but are not limited to:
leading other analysts in the configuration, development, and maintenance of PPM tools and processes to support enterprise PPM standards and best practices;
providing training and ongoing application support for PPM tools (primary tools used in the support of PPM are Project Online, SharePoint, Tableau, Power BI, and Power Apps with expected transition to ServiceNow);
maintaining existing user guides and training materials and developing new materials as needed;
leading initiatives to mature the processes and tools used for Project Portfolio Management;
leading dashboard and report development in Tableau, Power BI or other data visualization tools;
leading automation and workflow development using Nintex, MS Power Apps or other applications; and
mentoring other analysts and team members.
The Sr. Analyst leads project processes and ensures that PPM best practices are followed. For initiatives of small and medium complexity (where complexity is defined by the number of impacted IT teams, end users, executive sponsors, IT systems, etc.), the Sr. Analyst is to work independently and/or guide other analysts in their support of the project. For more complex initiatives that require knowledge of organizational culture or a higher level of political sophistication, the Sr. Analyst will collaborate with the Manager and/or Senior Project Managers. Analysts play an essential role in working with other team members, other ITS resources as well as stakeholders in managing, facilitating and leading in initiatives. The Sr. Analyst communicates responsibilities and expectations to team members; manages schedule, scope, and budget; identifies and manages issues, risks and decisions; and ensures quality deliverables and outcomes. This position is also responsible for applying UW Medicine ITS PMO methodologies and standards as defined, as well as contributing to further development of these standards.
The objectives of portfolio management are to determine the optimal resource mix for delivery and to schedule activities that will best achieve our operational and financial goals, while taking into account constraints imposed by our customers, strategic objectives, or external real-world factors. PPM provides our Project Managers and PMO the capabilities needed to manage the time, resources, skills, and budgets necessary to accomplish all interrelated tasks.
RESPONSIBILITIES
Report and App Development, User Support, Configuration, and Administration (40%)
Lead analyst in the support of current environment consisting of Project Online, SharePoint, Nintex, Tableau, and Power BI. Future support of ServiceNow and Power Apps.
Lead the development of processes, procedures, tools, and templates to support PMO and Portfolio Governance.
Lead the development of data extraction and reporting in Tableau, Power BI, and MS Excel utilizing data from different data sources including MS SQL Server, SharePoint, Office 365 applications such as Project Online (OData).
Act as business owner of PMO databases, monitoring performance in conjunction with Analytics team.
Train users to effectively utilize dashboards, reports, workflow, MS Project, and MS Project Online.
Create new users, administer and audit user licensing/access.
Collaborate with Resource Management by maintaining accurate resource capacity data for the Resource Pool in Project Online.
Guide the strategic tool direction and facilitate the Project Online Steering Committee.
Lead the monitoring system operation and perform weekly, monthly, and annual system maintenance.
Lead troubleshooting and user support to end users.
Guide system upgrades and migration to new platforms as required.
Verify project time tracking data and conduct variance analysis.
Develop processes, procedures, tools, and templates to administer PPM tools.
Create new project websites and other sites, libraries, forms, and views. Update templates as needed.
Create and support workflow automation and forms using Nintex, Power Apps or SharePoint Designer. Work within established guidelines.
Collaborate with business users to define and document requirements for PMO initiatives.
Facilitate requirements meetings to develop and document technical solutions.
Project Management (25%)
Full project life cycle ownership: successful project delivery will include full implementation from inception to deployment. Lead project team in the initiation and planning for assigned projects using standard tools and template. Ensure completion of standard deliverables, as appropriate. Demonstrate leadership among other analysts as both a facilitator and task manager. Specific duties and deliverables include, but are not limited to:
Develop project charter to capture project definition and get sign-off from project sponsor(s) and principal stakeholders.
Organize work required to accomplish project’s scope and objectives.
Collaborate with resource managers to estimate and assign project resources.
Define and communicate project organization chart with clear project roles and responsibilities.
Develop plans, as appropriate, around specific work threads (e.g., environment plan, training plan, test plan, communication plan).
Assume responsibility for triple constraints throughout project lifecycle. Specific responsibilities include:
- Ensure time tracking compliance and accuracy for project-by-project team per PMO policy.
- Maintain, update, and communicate project schedule throughout lifecycle.
- Develop and maintain a service-oriented relationship with project sponsor(s), organization leadership, principal stakeholders, and project team.
Lead regular project team meetings with agendas and meeting minutes.
Using standard tools, templates, policies and procedures, manage projects and complete deliverables, as appropriate. Specific duties and deliverables include, but are not limited to:
- Ensure thorough documentation needed for project (requirements, design, and build/configuration).
- Ensure execution of test plan, e.g. ensuring test cases performed are traceable to requirements, managing defects, and reporting on test results.
Strategy (20%)
Develop and implement KPIs, metrics, and dashboards for areas of responsibility through collaboration with business owners, customers, and leadership.
Understand interdependencies between technology, operations and business needs in order to help team(s) achieve organizational goals/objectives.
Participate and/or drive feasibility studies, vendor selections, and potentially proposals for evaluation by appropriate key stakeholders.
Demonstrate a functional acumen to support how solutions will address client goals while maintaining alignment with industry best practices.
Identify and develop trusted adviser relationship with business owners, customers, and leadership.
Develop and execute an efficient internal communication strategy for ensuring communication with all levels of management within the team. Deliver appropriate and effective executive level communication.
Coaching/Mentorship (10%)
Provide onsite leadership for Portfolio Services Tools project teams by building and motivating team members to meet project goals, adhering to their responsibilities and project milestones.
Delegate tasks and responsibilities to appropriate project personnel.
Provide peer leadership within ITS, including mentoring, coaching, and motivating other analysts and team members.
Other (5%)
Foster and maintain relationships with ITS teams.
Support development of PMO maturity.
Lead process improvement engagements internally within ITS.
Work with manager to set professional goals for career development.
Act as back-up for other team members and functions as needed.
REQUIREMENTS
Bachelor's degree in a healthcare oriented profession, a technology field, a business-related field, or other discipline that demonstrates analytical or communications abilities or equivalent combination of education/experience.
6+ years’ experience must include:
Advanced business analysis experience in a technical and/or IT environment.
Advanced experience with industry standard PPM tools (e.g., MS Project Online/Server, ServiceNow IT Business Management, Clarity, and Planview).
Advanced experience in report development and data normalization using BI Tools such as Tableau and Power BI.
Application and solution development using MS suite (Power Automate (Flow), Power Apps, Power BI, SharePoint).
Proven customer service orientation with a history of delivering high quality products on time.
Extensive experience in process improvement and standards development.
Strong ability to participate, facilitate, and lead cross-functional, cross organizational work groups to implement projects or organizational changes.
Technically proficient with various software programs including MS Office tools (e.g., Project, Word, Excel, Visio, PowerPoint, and Outlook).
DESIRED
Experience executing core PPM functions such as Project Management, Resource Management, project prioritization and selection.
Experience maintaining, configuring, and/or administering PPM tools (e.g., Project Online, Clarity, and Planview).
Knowledge of healthcare clinical and administrative information systems applications.
Experience with taxonomy standards and information management, and organization practices.
Working knowledge of program design and evaluation, and change management.
PMP, IIBA, or Six Sigma certifications.
Continuous Quality Improvement training and experience leading quality improvement teams.
CONDITIONS OF EMPLOYMENT
This is an Information Technology deadline-driven work environment.
The work may be performed during the department’s core business hours; either by telecommuting or in an office environment, based on the team’s business requirements and manager approval. Significant off-hours and weekends may be needed to resolve problems and respond to emergencies. This individual may also participate in on-call rotation.
Is expected 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. Travel to/from includes, but is not limited to, UW Medical Center, Harborview Medical Center, Sabey Tukwila Data Center, downtown Seattle, and other facilities which are affiliated with UW Medicine.
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.
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