UW Medicine’s IT Services department is looking for an outstanding Portfolio Services Tools Analyst to join the team!
What are we looking for?
Patients Are First focus
Customer service mindset
Interpersonal skills and teamwork
Adaptability and flexibility
What are the perks?
Medical insurance at reasonable rates with TEN plans to choose from!
Dental Insurance at no cost to you OR your dependents…AND we have three plans for you to choose from!
10 paid holidays annually!
1 personal holiday every year!
Generous amounts of vacation and sick leave that you can feel good about taking (more than 5 work weeks in your first year)!
TWO Retirement plans to choose from – one even matches 100% of your contributions with immediate vesting!
Voluntary Investment program to save more towards your retirement!
Deferred Compensation program to save even MORE towards your retirement!
Flexible Spending Account...Tax Exempt!
Dependent Care Assistance program!
On-site Childcare Centers!
Long Term Disability insurance!
Life and Accidental Death and Dismemberment insurance!
U-PASS transportation program and discounted parking…PRE-TAX!
Tuition Exemption program – at the UW (and other colleges around the state)!
Housing resources and home buying options!
Auto, home, renter, and boat group insurance!
Valuable membership and merchandise discounts!
Federal student loan forgiveness under the Public Service Loan Forgiveness (PSLF) program!
For all of the specific details on these benefits and more, please click here.
The Portfolio Services Group within the UW Medicine IT Services (ITS) Project Management Office (PMO) supports leadership in the evaluation, prioritization, selection, and oversight of the ITS project investment portfolio. The team performs the Project Portfolio Management (PPM) function; centralized management of the processes, methods, and technologies used by our project managers, resource managers, and our PMO to analyze and collectively manage current or proposed projects based on numerous key characteristics. 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. The Portfolio Services team 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. Project and portfolio management functions will be performed in partnership with medical center business partners, customer groups, and internal ITS groups.
The Portfolio Services Tools Analyst (‘Analyst’) will assist the Portfolio Services Manager in the development, implementation, and execution of Project Portfolio Management (PPM) tools, processes, and standards. The Analyst will assist in the development of business cases, optimal project selection scenarios under given resource and budgetary constraints, and presentation of a unified enterprise project roadmap. The Analyst will work closely with user representatives, other ITS teams, operations staff, and other project team members to initiate projects; develop and maintain project plans, schedules, and other project management documents; plan and direct business processes and data analysis; and develop user requirements and functional specifications. The Analyst will also develop and maintain tools, templates, and reports to support the PPM user community and provide training and ongoing application support for PPM tools and processes. The primary tools used in the support of PPM are MS Project Online and SharePoint.
This position provides application support of MS Project Online for an organization of 650+ professionals and implements new configuration, templates, processes, and standards. The Analyst will track project status and escalate high risk projects to leadership in a timely manner. The Analyst may have access to restricted or confidential information including: employee and patient information, enterprise strategic plans and initiatives, financial information or other sensitive materials and information. This position works with and across all staff, leadership, and executive levels to accomplish assignments.
Microsoft Project Online/SharePoint User Support, Configuration, and Administration (55%)
Develop processes, procedures, tools, and templates to administer MS Project Online.
Develop and support data extraction and reporting in SSRS, Tableau, and MS Excel utilizing data from the Enterprise Data Warehouse as well as directly using OData protocol.
Train users to effectively utilize MS Project and MS Project Online.
Create new users, administer and audit user licensing/access.
Support Resource Management by maintaining accurate resource capacity data for the Resource Pool.
Contribute to the Project Online Steering Committee.
Monitor system operation and perform weekly, monthly, and annual system maintenance.
Troubleshoot and provide user support to end users.
Contribute to 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 SharePoint.
Develop and support data extraction and reporting in Tableau and MS Excel.
Create new project websites and other sites, libraries, forms, and views. Update templates as needed.
Create and support SharePoint workflow automation and forms using Nintex Workflow. Work within guidelines established by the Web Technologies team and the PMO.
Troubleshoot and provide user support for requested enhancements.
Contribute to system upgrades and migration to new platforms as required.
Business Analysis (15%)
Work with business users to define and document business cases for IT project requests, including clear definition of business needs, alignment to strategic objectives, benefits, and funding information.
Facilitate requirements meetings to develop and document technical solutions.
Work with IT managers and staff to develop cost estimates and identify impacts for new project requests.
Document and communicate project request status to management, customers, and business stakeholders.
Manage and maintain issue tracking.
Coordinate project intake closeout activities.
Hand-off project requests to project managers.
Coordinate weekly project request calls as needed.
Provide analytic services and coordinate work efforts across multiple ITS teams as needed for Project Intake or other enhancement/maintenance projects.
ITS Project and Portfolio Management (25%) Full project life cycle ownership: successful project delivery will include full implementation from inception to deployment. Facilitate initiation and planning for assigned projects using standard tools and template. Ensure completion of standard deliverables, as appropriate. Fulfill roles of 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.
Work 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.
Facilitate 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.
Participate in quality improvement activities.
Perform other duties as assigned to support Portfolio Management effort.
Provide regular status reports to manager.
Attend team and departmental meetings as appropriate.
What you’ll bring to the table: (minimum requirements)
Bachelor's degree in a technical, business, or healthcare related field or equivalent combination of education/experience.
7+ years experience must include the following:
Business analysis in a technical and/or IT environment.
Demonstrated experience with industry standard PPM tools (e.g., MS Project Online/Server, ServiceNow IT Business Management, Clarity, and Planview).
Significant and demonstrated experience using MS Project and MS Excel.
Demonstrated experience in configuration and administration of SharePoint.
Proven customer service orientation with a history of delivering high quality products on time.
Experience in process improvement and standards development.
Demonstrated ability to participate, facilitate, and lead cross-functional, cross organizational work groups to implement projects or organizational changes. The successful candidate will:
Possess superior analytical, communication and interpersonal skills.
Be a team player, pay attention to detail and have a proven ability to work in a complex, dynamic environment.
Be proactive with the ability to build relationships and anticipate future initiatives.
Have the ability to prioritize and manage time wisely when responding to questions and conditions immediately.
Ideally, you’ll also have: (desired skills and experience)
Experience executing core PPM functions such as Project Management, Resource Management, project prioritization and selection.
Demonstrated experience in report development and writing SQL queries.
Demonstrated experience in administering complex projects.
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.
Working knowledge of MS Project Server, SQL and Power BI reporting.
PMP, IIBA, or Six Sigma certifications.
What are some of the other tidbits that you might want to know?
This is an Information Technology deadline-driven work environment.
The individual in this position is expected to work normal daytime hours. The majority of work is performed in an office environment during normal business hours; 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.
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 clearly in English, both verbally and in writing.
This advertised job posting may not include the complete official job description for the role.
Appointment of the successful candidate to this position will be made contingent upon a satisfactory outcome of criminal background checks.
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.
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.
Committed to attracting and retaining a diverse staff, your experiences, perspectives and unique identities will be honored at the University of Washington. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming.
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.
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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.