Senior Management Analyst (Executive Assistant)

Job Description

UW MEDICINE IT SERVICES has an outstanding job opportunity for a Senior Management Analyst.

WORK SCHEDULE

• 100% FTE 40 hours per week
• Day Shift UW MEDICINE ITS SERVICES CORE HOURS ARE 08:00 17:00 (PST) Monday-Friday

DEPARTMENT DESCRIPTION

UW Medicine IT 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 Campus (UWMC-Montlake) UW Medical Center-Northwest Campus (UWMC-NW) UW Medicine Primary Care (UWMPC) UW Physicians (UWP) UW School of Medicine (SOM) and Airlift Northwest (ALNW). ITS is responsible for the ongoing support and maintenance of the infrastructure and applications which support all these institutions along with the implementation of new services and applications that are used to support and further the UW Medicine mission.

POSITION HIGHLIGHTS

• HYBRID opportunity
• 15 days of vacation your first year Also 12 days of sick time 1 personal holiday and 11 paid holidays each year
• 100% matching 100% immediately vesting 403(b)

PRIMARY JOB RESPONSIBILITIES

The primary focus of the Senior Management Analyst is providing high-level program and operational management support to the Analytics and Research Information Technology programs through the planning coordinating and directing of administrative programs and special projects to achieve departmental and team goals. Job responsibilities include but are not limited to:

• Providing programmatic operational and analytical management expertise advise and hands-on support to the team
• Managing calendars scheduling and supporting executive-level meetings
• Coordinating travel
• Coordinating analyzing and administering multiple million dollar budgets including tracking and managing budget requests and expenditures software licensing budget analysis/forecasting and managing reimbursements through the ITS process
• Planning coordinating and developing meetings and keeping contents of meetings focused (including executive level meetings)
• Measuring team performance and determining key performance indicators and team performance reporting
• Processing tracking and maintaining records of key deliverables such as policies guidelines processes department reports finance reports with analysis
• Tracking and providing analysis of planned and unplanned budget expenditures and committee materials
• Providing team leaders with recommendations and consultation to develop and implement methods for improving any and all aspects of the team
• Coordinating cross-team strategic and programmatic efforts
• Developing content for internal and external communications managing distribution through appropriate department channels (i.e. email SharePoint Mailman and Teams) and managing the team intranet site(s)
• Manage the creation of ITS web pages (customer-facing and internal) content development and on-going maintenance
• Collaborating with Senior Leaders to identify process gaps and improve established operational processes
• Developing refining and establishing new policies and procedures regarding best business practices workflow office policies operational management onboarding budget submission user access management Help Desk routing and Knowledge Based Document creation
• Extremely knowledgeable on and provides guidance to team on department-specific and UW Medicine policies and procedures
• Managing contractor/vendor relationships including review of invoices and purchase orders developing statements of work and tracking planned budget expenditures
• Coordinating the development of presentation materials for departmental level efforts and programs given to UW Medicine Directors and Executive Sponsors
• Providing recommendations to leadership supporting governance activities and identifying process improvement opportunities
• Managing and mentoring 1-2 student employees

REQUIREMENTS

• Bachelors degree in Business Administration Information Technology or related field or equivalent education and/or experience.
• 5 years administrative experience in a complex matrix organization involving the support of senior executives and the management of various operational activities while demonstrating the following:
• Strong applied analytical skills and the ability to mentor interns and/or other team members
• Exemplary experience writing proofing and editing for grammar accuracy and clarity
• Exemplary communication skills in person over the phone and in writing
• 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

ABOUT UW MEDICINE WHERE YOUR IMPACT GOES FURTHER

UW Medicine is Washingtons only health system that includes a top-rated medical school and an internationally recognized research center. UW Medicines mission is 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 tomorrows physicians scientists and other health professionals.

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. Nearly 29000 healthcare professionals researchers and educators work in the UW Medicine family of organizations that includes: Harborview Medical Center UW Medical Center - Montlake UW Medical Center - Northwest UW Medicine Primary Care UW Physicians UW School of Medicine and Airlift Northwest.

Become part of our team. Join our mission to make life healthier for everyone in our community.

Compensation Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Temporary or Regular

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

About the UW

Working at the University of Washington provides a unique opportunity to change lives on our campuses in our state and around the world.

UW employees bring their boundless energy creative problem-solving skills and dedication to building stronger minds and a healthier return they enjoy outstanding benefits opportunities for professional growth and the chance to work in an environment known for its diversity intellectual excitement artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive respectful and welcoming community for all. As an equal opportunity employer the University considers applicants for employment without regard to race color creed religion national origin citizenship sex pregnancy age marital status sexual orientation gender identity or expression genetic information disability or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process contact the Disability Services Office at or .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.