Campus Pride Jobs

Req #: 241939

Department: UW Medicine IT Services

Posting Date: 12/13/2024

Closing Info: Closes On 12/20/2024

Salary: $5,417 - $6,667 per month

Limited Recruitment:
Other

Limited Recruitment Other: Open to UW Medicine IT Services employees only

Shift: First Shift

A higher degree of healthcare.

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 full-time IT Operations Specialist. UW Medicine Information Technology Services (ITS) is a shared services organization that supports all of UW Medicine. UW Medicine is comprised of Harborview Medical Center (HMC), UW Medical Center-Montlake (UWMC-Montlake), UW Medical Center-Northwest (UWMC-NW), Valley Medical Center (VMC), UW Primary Care (UWPC), 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. Position Purpose: IT Operations Specialist (“Specialist”) role is responsible for ensuring IT Services’ daily operations run smoothly, efficiently, and effectively. This key role coordinates processes, resolves issues, and maintains standards to optimize overall performance for the department and its team members. The Specialist will bridge any gaps between initiatives, programs, projects and execution, ensuring that the organization’s goals are achieved through streamlined operations.

This position initially reports to the Director, ITS HR and Administration. As of 1/1/2025, the position will report to the Senior Director, IT Operations.

Position Complexities: This role will be involved in a variety of complexities due to the dynamic and multifaceted nature of its responsibilities. These complexities come from balancing multiple and varied responsibilities, working across teams and other departments, and navigating unforeseen challenges. Examples include: • Cross-functional coordination with different teams (e.g. teams within IT Services, and UW Medicine Shared Services such as Supply Chain Management, Finance, and HR) • Balance strategic and tactical work between executing daily tasks while contributing to process improvement and performance optimization. • Ensure data accuracy, draw meaningful insights, and communicate findings in a way that is digestible for others and can be acted on. • Work within diverse teams, fostering collaboration through inclusion and belonging measures, tactics. • Balance innovation with the need to maintain stability in day-to-day operations, in other words, to not improve for improvement’s sake but focusing on what will bring value, efficiently and effectively.

Position Dimensions and Impact to the University: 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 (UWM-Montlake), UW Medical Center-Northwest (UWM-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.

This position exercises independent judgment in applying the responsibilities called for and 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 may provide access to restricted or confidential information including: employee and patient information, medical center strategic plans and initiatives, financial information or other sensitive materials and information. The incumbent should access and use the minimum necessary employee and organization information to perform job responsibilities and duties and only for authorized purposes. This position must be able to work independently and within a team environment managing multiple priorities in a fast-paced environment

Duties & Responsibilities: Program Management (70%) • Responsible for the management of the following assigned programs, which include developing, planning, organizing, collaboration, problem-solving, process improvement, and execution of: ITS Departmental Onboarding & Offboarding o Design, develop, and execute departmental workflows to welcome onboard or smoothly offboard new and departing workforce members, coordinating with IT subject matter experts within the department. The scope of which includes FTEs, temps/hourly, physician affiliates, vendors and contractors and onboarding activities are separate and apart from NEO. o Contractors as Contingent Workers and Staff Augmentation o Requisition and recruitment of contract resources o Onboarding, extensions, offboarding, and ensuring compliance o Serve as process lead for RFQQs, RFPs, and liaison with UW Medicine o Supply Chain for staff augmentation vendors o Manage vendor/contractor relationships. o Support ITS leaders and Supply Chain Management with Statements of Work (SOW), purchase orders, review & reconciliation of invoices. o ITS Pillar Goals: Documentation & Collaboration o Engage in the implementation of the Documentation & Collaboration initiative & ongoing operations o Engage in the design and development of SharePoint, Unite (Knowledge strategy) templates and tools o Serve as a point of contact with ITS department teams for training on the use of the templates and tools o Site and content administrator for SharePoint sites representing the Office of the CIO, UW Medicine, and administration operations. o ITS Pillar Goals: Equity, Diversity, Inclusion, and Belonging o Serve as one of 3 co-chairs for the ITS EDI Committee, performing these duties: • Leadership and Facilitation: collaborate with the other co-chairs to set the agenda and priorities for committee meetings. Facilitate discussions during meetings to ensure all voices are heard and the group stays on task. • Strategic Planning: help develop and execute the department’s EDI plan, aligning it with UW Medicine’s mission and goals. Assess progress on EDI initiatives and recommend adjustments as needed. • Communication: ensure timely and effective communication between committee members, other groups like OHCE, and stakeholders. Present committee updates and outcomes to leadership or broader audiences. • Engagement and Inclusion: foster an inclusive environment within the committee where diverse perspectives are valued, encouraging participation and contributions from all members. • Event and Program Oversight: support planning and execution of EDI related events, workshops, or training sessions. Monitor the impact of these programs and collect feedback for improvement. • Accountability: ensure the committee upholds UW Medicine’s EDI values and commitments. o Serve as an active member of the People & Culture Committee, contributing ideas, collaborating on problem-solving issues, and participating in culture improvement or enhancement activities. o ITS Pillar Goals: Culture o Serve as the Event Planning Lead for the Event Planning Committee with activities and events that increase or enhance the department’s culture that celebrate diversity, inclusion, and belonging. o Recognition Programs: design, delivery, execution, and communications for the internal program, Golden Tech Awards • Serve as liaison to and marketeer for UW and UW Medicine programs: o UW Service Awards o UW Medicine Cares Award o UW Distinguished Staff Award o UW David B. Thorud Leadership Award o Any others that are developed

Program Analysis and Reporting (25%) • Conduct analytical studies and provide statistical data on a variety of programs and issues. • Formulate recommendations aligning with team goals/strategies. • Develop and document workflows, standard operating procedures. • Develop, write, edit and manage the publication of reports that summarize the key aspects of findings from complex materials, projects, etc. These reports should be accurate, 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. • Collaborate with other IT teams and UW departments to aid in determining methods, procedures, and costs pertaining to the services or programs responsible for. • Assist in annual budget preparation. Track and monitor budget performance ensuring accuracy related to complex budgets and invoicing. • Collect data and update relevant dashboards. • Contribute to the calculation and collection of periodic Key Performance Indicators (KPIs) and Return-on-Investments (ROIs) • Track and comply with due dates for special status reporting.

Other (5%) • Participate in all aspects of improving the team, including education/training of other team members and contributing to process/communication improvement initiatives. • Work with manager to set professional goals for career or skill-building development. • Act as back-up for other team members and functions, as needed. • Perform other duties as assigned.

Within the responsibilities called for, this position will: • Lead, organize, and positively influence peers, team members, and other workforce members. • Support the UW Medicine mission and vision, and the ITS vision, pillars, and guiding principles to all staff; implement mission-oriented, and pragmatic best practices. • Promote an environment that represents the ITS Culture we aspire to. • Mentor, coach, and provide functional and technical expertise to leaders and staff. • Establish technical, functional, and operational standards. • Ensure compliance with UW, UW Medicine policies, regulations, security, and confidentiality requirements. • Promote and support UW Medicine HIPAA policy and procedures.

Requirements: • 3 or more years’ administrative experience in a complex matrix organization and the management of various operational activities/programs while demonstrating the following: o 2+ years of experience in contractor onboarding, administrative processes o Strong, applied analytical skills and the ability to mentor interns and/or other team members. o Exemplary experience writing, proofing, and editing for grammar, accuracy, and clarity. o Exemplary communication skills in person, over the phone, and in writing. o Strong, applied experience independently creating, documenting, and managing various operational support processes for a team. • Demonstrated experience independently managing and optimizing a workflow. • Evidence of the practice of a high-level of personal and professional ethical behavior, and the ability to educate others in general security standards. • Exemplary standards of adhering to departmental standards of confidentiality. • Strong applied experience managing multiple complex activities and assigning work to others. • Strong, applied financial experience including managing budgets with, and the ability to guide others through, fundamental budget practices and principals. • Advanced computer skills, including Word, Access, Excel and Power Point. Familiarity with database applications. • Ability to influence others without the benefit of authority. • Ability to work independently, problem solve, take initiative, set priorities and handle multiple tasks efficiently, effectively and in a timely manner. • Demonstrated success interacting with diverse groups in a collaborative team environment. • Ability to achieve goals under tight deadlines. • Ability to know when to draw on team resources to achieve department/team goals

Equivalent experience will substitute for degree requirement.

Desired qualifications: • Advanced education • Relevant certification(s) • Prior experience within technology organizations of academic healthcare systems and/or operational environments

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.