UW Medicine’s IT Services department is looking for an outstanding PMO Manager 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.
UW Medicine’s Information Technology Services (ITS) department is a shared services organization that supports all of UW Medicine. UW Medicine is comprised of HMC, VMC, UWMC – Montlake, UWMC – Northwest, UWNC, UWP, SOM, and ALNW. In addition, UW Medicine shares in the ownership and governance of Children’s University Medical Group and SCCA (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.
In conjunction with ITS and UW Medicine executive leadership, the primary focuses of the Manager, ITS PMO (‘Manager’) position are:
Providing leadership and oversight within the ITS PMO.
Development and active management of ITS project and program management staff.
The Manager reports to the Director, ITS PMO; the Director, ITS PMO reports to the ITS Chief Administrative Officer. The Manager is responsible for project portfolios related to electronic health record (EHR)/business systems and the environment of systems supporting them. These responsibilities include supporting their staff across all aspects of project scheduling, planning, execution, and transition to the application support teams. EHR applications are core systems for all UW Medicine clinicians within Harborview Medical Center (HMC), UW Medical Center – Montlake Campus (UWMC – Montlake), UW Medical Center – Northwest Campus (UWMC – Northwest), Valley Medical Center (VMC), UW Neighborhood Clinics (UWNC), UW Physicians (UWP), UW School of Medicine (SOM) and Airlift Northwest (ALNW), and the Seattle Cancer Care Alliance (SCCA).
The Manager has accountability for the delivery of the portfolio of projects, direct responsibility for the team of employee and consultant project managers leading the projects, and responsibility for the UW Medicine staff and consultants who make up the project teams. The portfolio of projects under the Manager's responsibility includes strategic-level programs and projects in direct support of regulatory, strategic business, clinical care quality, and patient safety requirements. The Manager is also responsible and accountable for identifying budgetary needs related to the programs and projects within his/her customer base. This will include all aspects of delivery of the programs and projects within their budgetary constraints and in alignment with the fiscal policies and guidelines of UW Medicine ITS.
ITS is a growing shared services department that implements, deploys and manages highly complex clinical, business, and system applications to meet and exceed key IT initiatives that support UW Medicine entities. Additional applications and systems are supported through UW Medicine research affiliations such as the Fred Hutchinson’s Cancer Research Center, NIH and other grants, contracts, clinical affiliations and other School of Medicine activities; as well as medical training programs with other institutions. Additionally, UW Medicine operates in a highly complex business and technical environment consisting of multiple institutions and a highly diverse suite of applications.
This position exercises discretion, independent judgment, and decision-making authority in applying the responsibilities called for. Responsibilities are to be carried out at a high level of technical expertise; collaborating with senior leadership, stakeholders, and technical and business operations teams to successfully develop, implement, and manage within areas of responsibility.
The Manager should have excellent interpersonal skills, be a good listener, and possess excellent written and oral communication skills. The incumbent must be technically conversant, yet able to translate technology concepts for people with non-technical expertise. The person in this position must be trustworthy, discrete, have high standards, and be very self-motivated. Flexibility, dedication, enthusiasm, and energy are key attributes. The Manager must have strong technical knowledge and skills to work collaboratively in a dynamic, demanding, and multifaceted environment. The Manager must be a team player for whom the ownership of ideas is less important than the result of the collaborative effort.
The Manager will need to have strong collaborative skills as the role is part of the PMO leadership team. The incumbent should be able to set a vision and work with leaders and staff inside and outside of the PMO to achieve it.
The Manager will work closely with other PMO Managers and Leads who are also responsible for project management/delivery of the project portfolio of their customers. The PMO Manager(s) facilitate the development and maintenance of their teams career path by setting and adhering to the PMO's project management standards.
The Manager carries out responsibilities at a high level of technical expertise and provides authoritative advice and counsel to business partners, the PMO leadership team, and other IT and operational management to successfully create and manage the project portfolio to meet business and strategic objectives.
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 Manager should access and use the minimum necessary employee and organization information to perform job responsibilities and duties and only for authorized purposes.
Implement and sustain strong processes and capabilities through the enhancement, deployment, and maintenance of methods, metrics, tools, training, education, and communication.
Manage assigned budget(s) and resources.
Manage and sustain vendor/supplier relationships.
Maintain appropriate levels of service delivery in order to deliver and improve services for the enterprise.
Foster an IT Service Management culture.
Resource Allocation Management and Utilization Reporting – The Manager is responsible for facilitating management of the ITS project portfolio schedule utilizing the primary inputs of resource availability and organizational priority. Additionally, as the manager of the Project Portfolio Management (PPM) system, the Portfolio Services Manager has responsibility for analytics related to projected and utilized labor data across the IT Services department. Responsibilities include, but are not limited to:
Manage and continuously improve the departmental PPM system in support of the organization’s portfolio management objectives. Establish training and support program for the PPM user community.
Establish departmental policies related to the required use of the PPM system by ITS resource managers and project managers, and establish escalation mechanisms for non-compliance.
Develop, publish, manage, and continuously improve labor data analytics dashboards and reports from the PPM system.
Provide direct support to the departmental fiscal year budgeting process by providing labor data of the portfolio from the PPM system.
Project and Program Standards – The Manager has responsibility for the development and management of the standards by which ITS projects and programs are managed. In collaboration with his/her colleagues within the PMO management team and other methodology owners throughout the ITS department, the Manager will ensure development and maintenance of an established library of standard tools, templates, guidelines, and examples to aid in consistent execution of projects and programs throughout the portfolio. The project management standards that fall within this duty extend to modified toolsets utilized for activities falling outside of formal projects and for technical infrastructure activities. Responsibilities include, but are not limited to:
Facilitate the development and manage standardized project management tools, supporting processes, and central repository; establish mechanisms to ensure compliance with utilization of standards.
Manage the central repository of standard methodologies beyond project management) utilized in the execution of projects (e.g., Communications, Education & Training, Requirements Management, Testing, etc…).
Establish and manage the documentation management infrastructure utilized for documentation management across projects, programs and the PMO.
Support and participate in regularly schedule project and program milestone reviews.
Customer Engagement – The Manager is responsible for creation and maintenance of the infrastructure, standards, and processes by which multiple internal ITS customers manage critical aspects of their responsibilities. The Manager’s productive collaboration with his/her customer stakeholders is core to the success of the PMO in the optimal delivery of projects for UW Medicine’s clinical and business customers. Through the project intake process and ITS governance committees, the Manager will have regular interaction with management and leadership from across UW Medicine. Establishment of effective customer relationships is critical to the effectiveness of this role. Responsibilities include, but are not limited to:
Build and maintain effective working relationships with ITS managers and directors.
Establish processes, customer service standards, and communications standards to ensure external customers have appropriate visibility to status of requests and projects.
Management Team Collaboration – The Manager plays a key role in the ITS PMO management team. As such, this role’s collaboration is critical to the development and continuous improvement of the PMO. Responsibilities include, but are not limited to:
Partner with PMO management team to continuously improve organization.
Working with colleagues, identify challenges and inter-team solutions.
Coordinate activities and projects with other leaders/managers in IT Services where interdependencies exist.
Vendor Management – The Manager may serve as a representative of UW Medicine, ITS, and the PMO to multiple software and services vendors. Development of an appropriate relationship with the vendors serves to make efficient use of UW Medicine resources. Additionally, this role could play a role in the management of the Request for Quotations and Qualifications (RFQQ) and Request for Proposal (RFP) process for some ITS procurements. Responsibilities include, but are not limited to:
Serve as primary contact for the vendor portfolio management counterpart for vendor project deliverables, vendor resource issues, and the delivery of application components during a project lifecycle.
Collaborate with vendors to optimize assignment of appropriate resources in a timely manner.
Ensure vendors fulfill contractual and other obligations to UW Medicine.
Establish and maintain standards for procurement process within the PMO, aligning with department and organizational standards.
Manage RFP/RFQQ process in coordination with contracts manager when specific needs arise.
Budget and Resource Management – Responsible for the infrastructure used to maintain the ITS roadmap, the Manager has a key role in the development of UW Medicine’s outlay of IT resources as part of its annual budget. The Manager also plays a key role in the overall resource allocation model utilized by ITS to meet UW Medicine’s tactical and strategic IT objectives. Responsibilities include, but are not limited to:
When assigned, facilitate development of project budgets and annual ITS fiscal year budget, including labor, equipment, software, and other various project expenditures.
Working closely with ITS finance and accounting team members, produce appropriate reports in support of fiscal year budgeting and project/program accounting functions.
Monitor resource requirements across the portfolio of and project activities and make adjustments as appropriate and in alignment with organizational priorities.
Provide quarterly reports on resource utilization and trends.
Identify and manage budgetary needs for respective PMO Team including, but not limited to:
Staff education and professional development such as vendor tools, potential registration fees for vendor user group;
FTE, head count, and potential professional organization fee coverage.
Leadership and Management (40%)
Lead, organize and positively influence a team of professionals.
Instill UW Medicine and ITS vision and guiding principles to all staff; implement mission-oriented HR practices.
Promote an environment that is attractive to the employee and that facilitates the recruitment and retention of professional, technical, and support staff. This includes, but is not limited to, staff development, recognition, motivation, and communications.
Make hiring decisions and recommendations for separations, reclassification recommendations, salary adjustment recommendations, handle complaints and grievances as well as generally planning, assigning and approving the work of these positions.
Recruit, hire, train, coach, motivate, and manage performance of permanent, temporary, and contract staff.
Conduct performance evaluations and measuring on a regular basis, and other standard practices, consistent with all ITS teams.
Mentor and coach Managers and other staff.
Provide functional and technical expertise to Managers and other staff.
Establish and enforce technical and functional standards.
Ensure compliance with security and confidentiality requirements.
Promote, monitor, and support UW Medicine HIPAA policy and procedures.
Support a framework to be the employer of choice.
Develop a service-oriented work force with exceptional technical talent.
Ensure all employees understand the linkage to the mission and vision of UW Medicine and to the UW Medicine Patients Are First principles and adhere to the professional conduct policy of UW Medicine.
Develop the necessary to implement, enhance, and support ITS goals, projects, and programs.
Foster staff engagement.
What you’ll bring to the table: (minimum requirements)
Bachelor's degree in Computer Science, Information Technology, Business Administration, or related field or equivalent combination of education/experience.
6+ years experience must include the following:
4+ years’ experience leading, managing, and coaching technology and/or business professionals.
Demonstrated management and leadership capabilities with proven ability to influence in matrix environment.
Proven ability to make administrative/procedural decisions and provide guidance and leadership to staff.
6+ years progressive, relevant experience related to IT project management and/or major business analysis within an environment with established project management delivery standards.
Progressive, relevant experience related to IT portfolio, Program, Project management.
Prior experience developing and implementing project management standards and processes.
Prior experience in a role delivering services to senior customer representatives.
Prior experience in a role with responsibilities developing and continuously improving processes in support of quality and/or throughput initiatives.
Prior experience in a role with significant customer service component.
The successful candidate will also possess:
Values consistent with those of UW Medicine's mission 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 tomorrow's physicians, scientists, and other health professionals.
Excellent written and oral communication abilities to articulate the vision and translate complex issues into comprehensible ideas and concepts with the ability to engage in active listening and convey a positive and professional image in person, on the telephone, and through correspondence.
Strong interpersonal and conflict resolution skills to lead and motivate team with the ability to work effectively with a diversity of personalities.
Strong collaboration skills.
Team building skills that provide leadership and structure to high-performing technology and business professionals.
Excellent negotiation and vendor management skills.
Internal motivation to be action oriented and results driven.
Ideally, you’ll also have: (desired skills and experience)
Previous experience in and knowledge of academic healthcare systems and/or operational environments.
Advanced degree (e.g., Master’s, PhD, etc.)
Certification and/or coursework in the discipline of project and portfolio management.
Demonstrated organizational ability and collaboration skills.
Ability to think strategically yet lead and monitor tactical execution.
Ability to operate effectively in an environment with risk and uncertainty, providing structure when needed.
Ability to motivate, to influence, and to inspire direct reports, peers, and other co-workers.
Easily builds constructive and effective relationships; relates well to people inside and outside of the organization.
Ability to drive change and challenge status quo.
Strong customer-facing skill set; able to navigate politically charged situations and apply business savvy.
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 work within the constraints of multiple technical environments.
ITS provides services to all UW Medicine organizations – Harborview Medical Center, Northwest Hospital & Medical Center, Valley Medical Center, UW Medical Center, UW Neighborhood Clinics, UW Physicians, UW School of Medicine and Airlift Northwest. The individual in this position must learn many organizational structures and cultures and continually foster collaboration.
Will be required to be on call as needed.
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.
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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