UW Medicine’s IT Services department is looking for an outstanding Research IT Educator & Technical Speicalist 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 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 Research IT Clinical Trials Management System (CTMS) is a cross-institutional collaboration of the Seattle Cancer Care Alliance, Fred Hutchinson Cancer Research Center, and the University of Washington. The CTMS is a clinical research administration business system which contains information on research study protocols, subjects, visits, procedures, and billing information. It has interfaces with Epic for demographics and routing of charges. The CTMS simplifies research study reporting, improves study subject management, improves billing compliance, and reduces duplicative processes. The goal of the CTMS is to prevent duplicative processes amongst the three entities, provide an enterprise-wide view of their research business, and decrease challenges in maintaining billing compliance. The Research IT team within ITS is seeking an Educator and Technical Specialist (‘Specialist’) who will be responsible for the support of the CTMS application and its end users. The application software is OnCore and the vendor is Forte Research. The software is installed on systems and networks of UW Medicine and managed by the Research IT team. This position will work closely with the Research IT Enterprise Application Manager, CTMS IT Project Team, the CTMS partners’ IT teams, the CTMS Program Office, and the CTMS vendor in business process analysis, requirements gathering, system design and build, software testing, troubleshooting, advanced support, and training.
Additionally, the Specialist will help identify training needs for technical and electronic systems that support research within the UW Medicine network and its partners. This includes the development, updating, and deployment of competency based virtual trainings and assessments. This position will work with Research IT, Biomedical Informatics Education, the UW research community, other ITS teams to ensure users are comfortable accessing and compliantly using electronic systems for research purposes. This position also ensures that staff receives the proper training to use the CTMS (and other forms of applications and technology within the research IT workplace). The position prepares targets for continued learning and training so that employees will continue to develop their skills. The incumbent must identify the current level of knowledge and experience held by staff and create appropriate programs designed to develop the necessary skills and may lead training themselves through in-person classes or online instruction. Responsibilities also include assessing training outcomes to determine if the staff is learning the skills as intended and identifying areas where instruction can be improved. The Specialist is also responsible for identifying areas where additional training may be beneficial due to technological advancements and identifying how to ensure that staff members can use all necessary applications and technology.
The Specialist is both a subject matter expert and technical systems expert who possesses an array of cross-functional systems knowledge and support skills for applications used by the CTMS customer groups. The scope includes providing technical leadership and oversight for the groups working with the CTMS. The Specialist is responsible for optimization and enhancement efforts including business process analysis, requirements gathering, design, system build, software testing, system troubleshooting, advanced support and training.
The Specialist reports to the Director of Research IT and is responsible for support of systems, applications, and users of the CTMS in a wide range of clinical specialties such as (but not limited to) oncology, cardiology, surgery, nephrology, and infectious disease. The Specialist will need to understand the needs of three separate institutions and fashion solutions to meet their requirements. The Specialist should be an experienced instructional designer who understands effective ways of communicating training to users of diverse backgrounds within a large and complex academic health center. The scope includes design, creation, launch and maintenance of training curriculum in a virtual environment. The Specialist will serve as an important part of the communication between Research IT, UW Medicine, the partner institutions, and the research community at large.
The CTMS offers substantial financial, regulatory, and operational benefits to the partners, which are the University of Washington, Fred Hutchinson Cancer Research Center, and the Seattle Cancer Care Alliance. However, the workflow processes and systems that support the efficient and accurate conduct of this business are not consistent across the institutions, nor necessarily within the institutions from study to study. Accuracy in billing of clinical activities to either a patient's insurance, or to the study trial sponsor or grant, entails significant manual intervention and re-work to ensure compliance and avoid penalties. Reporting, both external and internal, can be difficult to produce, and as a result there has been poor visibility to the status of clinical trials and their performance. Much of the data for clinical trials research is in "silos" in the studies themselves, and a CTMS will enable the consortium to view this information as a whole.
A successful Research IT training program will provide UW Medicine, the partner institutions, and the UW Research community with a technical expert and training resource embedded close to the systems being taught. The Specialist will ensure as applications and platforms undergo changes, so will the training programs that the users rely upon. Additionally, this program will work with ITS Analytics to ensure there is a common message and training deliverables between the groups. The Research IT program will provide resources and time to ensure a strong collaboration
Curriculum Design and Development (20%)
Use of Instructional Design standard tools and templates
Analyze, design, develop, implement and evaluate enterprise-focused learning objectives, course outlines, assessments, storyboards, instructor manuals and participant materials.
Determine appropriate platform for training delivery based on the audience and research needs and the appropriate sequence of learning content.
Deconstruct defined research workflows into specific tasks an steps and incorporate into clear, concise training materials, job aids and other documentation for use during research information system training, implementations and new functionality releases.
Develop interactive l=blended learning solutions to support the most effective and appropriate use of research applications.
Maintain consistency and alignment of curriculum at an enterprise level.
Apply principles of adult learning theory, group dynamics, group facilitation, needs analysis, program design and evaluation, and change management into day-to-day practice and program offerings.
Assist with the identification and coordination of research staff (investigators, study coordinators, etc.) to review curriculum.
Liaising and Communicating with CTMS, Epic, and Other User Groups (20%)
Provide “at the elbow” support to system users during their go-live phase, including direct provider support during patient encounters.
Provide supportive and positive mechanisms for reporting application and system deficiencies, and facilitate reporting of suggestions for system improvements.
Attend user advisory committees as required.
Act as a liaison and/or facilitate communication between end users and vendor as appropriate.
Work with internal customers to provide diagnostic assistance and resolution to questions and problems. This includes assisting user groups with submitting issue and problem reports and routing system problems to other ITS teams.
Analyze, plan, prioritize, complete follow-up project work, and other requests as assigned.
Create and maintain a service-oriented relationship with customers at all levels of the organization.
Be knowledgeable about ITS systems in order to troubleshoot and support the efficient and effective use of key systems.
Responsible for ensuring service requests are completed in a timely manner to the satisfaction of customers. This responsibility requires coordination with all resources needed to accomplish the request either directly or through delegation.
Training Delivery and Evaluation (15%)
Deliver Educator/Expert User training - this may include classroom, virtual and one-on-one instruction.
Conduct curriculum audits to monitor and document enterprise compliance with delivery of standardized curriculum.
Defining Customer Requirements, Analyzing, Designing, and Building (10%)
Obtain a thorough understanding of all aspects of the OnCore clinical trials management system application in order to analyze, design, build/configure, validate, implement, and provide ongoing maintenance for all tools and system functionality.
Develop tools and/or collaborate using various tools to facilitate integration of OnCore to Epic.
Develop appropriate innovative solutions with sophisticated functions utilizing data integration tools with multiple sources.
Design, test, and implement documentation systems as needed, including data interchange with other CTMS partner organizations’ systems.
Highlight issues relating to system integration points between other applications or interfaces.
Document current and proposed data flows, both within applications and interactions with other systems and interfaces.
Identify the need for, and document, support plans.
Document the development of standard IT operational procedures.
Support component (CMP) and orderable (EAP) building in the EHR to ensure successful integration between OnCore and Epic.
Evaluate and participate in validation and integrated (CRPC) testing supporting the interfacing of protocols (PRL) from OnCore to Epic.
Build, test, deploy, and maintain trainings in virtual formats that support systems used to support research needs.
Build, test, deploy, and maintain competency-based assessments reflective of the virtual trainings.
Validation and Implementation (10%)
Design, test, and implement documentation systems as needed, including data interchange with other CTMS partner organizations systems.
Test system changes and assist with development of test plans for usability, performance, and adherence to standards.
Participate in computer system validation activities.
Participate in the validation of applications within a custom development, vendor packaged, and FDA regulated system environment.
Participate in the validation process in the test management system (e.g., HP ALM) which includes verifying requirement coverage, authoring test cases with input from project team, executing test cases including coordination of user acceptance testing, and generating defect reports and trace matrix.
Document and follow the standard processes for enterprise change control procedures.
Using quality improvement principles, monitor system impact on user and departmental workflows, and incorporate results into system enhancements.
Coordinate required testing of change requests and trouble tickets using standard methodologies.
Perform, track, and report results of application and system testing.
Follow ITS build standards and change control processes, with a focus on enterprise build and long-term system maintenance.
Project and Process Administration (10%)
Operate internal systems that maintain and improve the effectiveness of the application support function.
Collaborate with Project Managers, Managers and Directors to assist and support projects through production readiness and promotion to production.
Track and provide regular status updates to management and customers on progress and obstacles.
Actively manage daily work and problem assignments to ensure balanced workload allocation.
Actively seek out and contribute to process improvement efforts.
In conjunction with the IT Project Manager, recommend appropriate staff and material resources for support and projects.
Monitor resource needs across production and project activities and make recommendations.
Responsible for the successful completion of project tasks.
Lead project sub-components that may include work with cross-functional teams.
Report progress on assigned tasks to IT Project Manager or other designated lead/manager.
Track detailed status of each task and work with lead, project manager, or supervisor should tasks vary from initial resource estimates.
Work with designated lead, supervisor, or project manager to prioritize tasks.
Identify and Maintain Training Domain Requirements (10%)
Collaborate with Systems Educators outside of research to gather and document requirements for the EHR training domains to support the curriculum design and delivery plans.
Collaborate with technical teams, both a part of and outside from Research IT, to ensure the system functionality and patient data in the training domains support the curriculum design and delivery plans.
Develop and Maintain Project Training Communications (5%)
Communicate through appropriate and widespread channels new or updated training materials and opperuntities
Participate in ongoing project meetings.
Provide consultative services to Project Managers on project communication materials.
Identify and escalate to the Director of Research IT documented departmental change resistance.
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.
Epic certification in research or billing.
4+ years experience must include the following:
4+ years’ experience working with Epic.
Deep understanding of the billing interface between a CTMS and Epic.
Previous experience as an instructional designer, preferably at a large academic medical center.
Previous experience building, deploying, and maintaining virtual trainings with competency-based assessments.
Experience juggling multiple system instances/environments (i.e. test, training, development, and production).
Understanding of formal enterprise change control processes.
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 as well as presentation skills, to articulate vision and translate complex issues into comprehensible ideas and concepts across organizational boundaries with both technical and non-technical staff.
Strong interpersonal skills with the ability to work effectively with a diversity of personalities.
Flexibility with proven ability to conform to shifting priorities, demands, and timelines through analytical and problem-solving capabilities.
Strong organizational, multitasking, and collaboration skills in various work environments including complex, matrix environments.
Proven ability to work creatively and analytically in a problem-solving environment demonstrating teamwork, innovation and excellence.
Internal motivation to be action oriented and results driven with ability to adapt to change.
Proven ability to work in an ambiguous environment and collaborate across multiple areas in order to achieve a common business objective.
Must be able to learn, understand, and apply new technologies.
Ideally, you’ll also have: (desired skills and experience)
Previous leadership experience at a large academic medical center.
Experience with the lifecycle of IT implementation.
Experience working with PHI.
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 to maintain operational performance at 99.9%.
Requires participation in on-call rotation for application/system support.
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.
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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