PROGRAM MANAGER, PROCESS AUTOMATION

University of Washington
Seattle, WA 98104

PROGRAM MANAGER, PROCESS AUTOMATION

Req #: 195946
Department: UW Medicine IT Services
Appointing Department Web Address: http://wwmits_hires.uwmedicine.org/
Job Location Detail: Primary work location is at the Safeco Plaza Building on the corner of 4th and Madison in downtown Seattle 
Posting Date: 10/20/2021 
Closing Info: Open Until Filled 
Salary: Salary is commensurate with education and experience. 
Shift: First Shift 
Notes: As an employee you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.  

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 Medicines IT Services department has an outstanding opportunity for a Program Manager, Process Automation!

UW Medicines 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 (UWMC-Montlake), UW Medical Center-Northwest (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 Childrens University Medical Group and Seattle Cancer Care Alliance (a partnership between UW Medicine, Fred Hutchinson Cancer Research and Seattle Childrens).  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 ITS Project Management Office (PMO) serves to provide a structured foundation to effectively and efficiently manage incoming and active projects within our portfolio through re-usable standards and streamlined processes.  Under the general guidance of the Portfolio Services Manager, the Program Manager, Process Automation (Prgm. Mgr') is responsible for defining and executing the vision and roadmap for the enterprise automation program. The incumbent will deeply understand and triangulate across customer needs, analytics, and industry innovation, while partnering with domain specialists and programmers to develop automation solutions. The Prgm. Mgr will be responsible for leading teams to deliver projects that span across multiple business units, focused on robotic process automation (RPA) to streamline and maximize the efficiency of operations and increase the relience of the enterprise.

The Prgm. Mgr will:
  • Drive vision and strategy for enterprise automation to continuously improve and increase adoption and expansion of the program.
  • Create strong partnerships with business stakeholders creating continuous feedback loops that allow us to better understand their problems.
  • Articulate automation strategy, rollout, and migrations plans.
  • Actively network with key industry contacts to understand standard methodologies and emerging practices and how they can be used within the organization.
  • Define and standardize KPIs that will help aid in the decision-making process and showcase results.
  • Independently author technical feature requirements in the form of user stories and acceptance criteria for varying business scenarios.
  • Conceptualize and communicate solutions to both business and IT partners; providing translation and connection between them while being comfortable enough to straddle both worlds.
  • With a sense of strong intellectual curiosity, constructively question and influence thought partners across functional areas and end-user audiences due to the level of ambiguity and complexity of requirements.
  • Work with and across all staff, leadership, and executive levels to accomplish assignments.
  • Identify and manage organization-wide impacts to ensure alignment with enterprise strategic goals; influencing business policies and practices.

  • The Prgm. Mgr will collaborate with leadership, business users, and process owners to gather This also includes managing resources, schedules, financials, and approach throughout the full project life cycle, and management of issues, risks, and project change requests to ensure successful and on-time project delivery. The Prgm. Mgr serves as a coach and mentor to assigned PMs to ensure on-time, on-budget  delivery of active projects within the assigned portfolio and compliance with PMO standards. This position also contributes to further development of these standards.
     
    Additionally, the Prgm. Mgr is assigned to projects which will be within the respective portfolio for which the Prgm. Mgr is responsible. The Prgm. Mgr works closely with user representatives, other teams both internal and external to ITS, operations staff, and other project team members to initiate projects; analyzes business processes and data; facilitates user requirements; plans and directs configuration and functional testing; develops and maintains project plans, schedules, and other project management documents; plans and directs project implementation work; and supports the operational departments to improve associated systems. The Prgm. Mgr also communicates responsibilities and expectations to team members; manages schedule, scope, and budget; identifies and manages project issues, risks and decisions; ensures quality project deliverables and outcomes; and manages integration and consistency of all components of projects.

    RESPONSIBILITIES

    Operations (40%)
  • Manage a portfolio of complex initiatives that span one or multiple lines of business.
  • Full project life cycle ownership: successful project delivery will include full implementation from initiation to deployment for one major or several minor initiatives simultaneously.
  • Manage all aspects of multiple related projects to ensure the overall program is aligned to and directly supports the achievement of strategic objectives.
  • Report on project success criteria results, metrics, test and deployment management activities.
  • Prepare estimates and detailed project plan for all phases of the project.
  • Procure adequate resources to achieve project objectives in planned timeframes.
  • Manage the day-to-day project activities and resources and chairs the project management team meetings.
  • Participate in establishing practices, templates, policies, tools and partnerships to expand and mature these capabilities for the organization.
  • Create and distribute program status reports including project financials, milestones, deliverable, dependencies, risks and issues, communicating across leadership.
  • Manage project scope and changes.
  • Act as an internal quality control check for the project.
  • Manage ongoing quality control and participate in quality issue resolution.
  • Assist in dispute, negotiation, arbitration or litigation, as needed.
  • Define the Statement of Work and Specifications for the requested goods and services.
  • Develop and manage all aspects of project and program engagement from planning, external vendor relationships, communications, resources, budget, change, risks and issues.
  • Monitor, track and control outcomes to resolve issues, conflicts, dependencies and critical path deliverables.
  • Set and continually manage project and program expectations while delegating and managing deliverable with project team members and stakeholders.
  • Develop and deliver progress reports, proposals, requirements documentation and presentations to various audiences, including project team, sponsors, CIO, and key stakeholders.
  • Determine the frequency and content of status reports from the project and program teams, analyze results, and troubleshoot problem areas.
  • Define success criteria and disseminate them to involved parties throughout project and program lifecycle.
  • Extensive understanding of project and program management principles, methods and techniques.
  • Ensure that projects and programs are proceeding according to scope, schedule, budget and quality standards.
  • Continue professional development in order to keep abreast of emerging technologies, methods and best practices.
  • Establish practices, templates, policies, tools and partnerships to expand and mature these capabilities for the organization.
  • Develop and introduce PMO Standards and process improvements.
  • Manage ITS Program.
  • Represent PMO leadership in QA Reviews and go/no go meetings.
  • Lead PMO and/or IT Level Committees.
  • Organize decision process for multifaceted projects with numerous stakeholders with competing agendas.

  • Business Analysis (30%)
  • Function as SME while working 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 KPIs.
  • Define and disseminate success criteria for areas of responsibility.
  • Lead and facilitate requirements meetings to perform requirements analysis and develop/document/validate technical solutions.
  • Develop and maintain tools, templates, standards and reports to support Business Analyst functions.
  • Work with IT leaders and staff to develop cost estimates and identify impacts for new project requests.
  • Perform impact analyses when project change requests are initiated.
  • Perform cost/benefit analyses and business process re-engineering activities where required.
  • Provide analytical services and coordinate work efforts across multiple ITS teams as needed for other enhancement/maintenance projects.
  • Assist with user acceptance testing.
  • Regularly document and communicate project status to leadership, customers, and business stakeholders.

  • Strategy (20%)
  • Develop with stakeholders KPIs for projects, programs, and/or portfolios.
  • Understand interdependencies between technology, operations and business needs in order to help team(s) achieve organizational goals/objectives.
  • Participate and/or drive feasibility studies, vendor selections, and proposals for evaluation by appropriate key stakeholders.
  • Demonstrate a functional acumen to support how solutions will address client goals while maintaining alignment with industry best practices.
  • Identify and develop trusted adviser relationship with project and program stakeholders, sponsors and, University stakeholders.
  • Develop and execute an efficient internal communication strategy for ensuring communication with all levels of management within the team.  Deliver appropriate and effective executive level communication.
  • Collaborate with project managers and senior management to ensure that projects and programs are properly defined; and deliver expected efficiency gains, revenue enhancements, increased customer service levels and strategic advantages.
  • Actively engage in change management activities for Enterprise improvements efforts and drives organizational change management principals across their program.
  • Lead Enterprise Process Improvements.
  • Build project management capabilities by innovating new approaches and ensuring knowledge is available to others in the organization.

  • Coaching/Mentorship (10%)
  • Provide onsite leadership for project team by building and motivating team members to meet project goals, adhering to their responsibilities and project milestones.
  • Delegate tasks and responsibilities to appropriate project personnel.
  • Coach, mentor, motivate and supervise project and program team.
  • Champion and drive the implementation of systems, policies and processes that support employee development.
  • Act as a visible role model for continuous improvement by publicly sharing personal experiences of overcoming leadership challenges.

  • REQUIREMENTS

  • Bachelor's degree in a healthcare oriented profession, a technology field, a business-related field, or other discipline that demonstrates analytical or communications abilities or equivalent combination of education/experience.

  • 7+ years experience must include the following:
  • 7+ years experience serving in a project leadership role with responsibility for managing progressively more complicated vendor-packaged system deployment and/or process improvement projects.
  • PgMP certification; if not currently PgMP certified, this certification must be achieved within six months of start date.
  • Ability to perform business analyses tasks within an information technology environment including scope definition, requirements gathering, performing cost/benefit analysis, business process re-engineering, etc.
  • Demonstrated experience with a variety of research and analysis techniques, ideally including a mix of both quantitative and qualitative methods for understanding and documenting end-user and business owner requirements.
  • Experience researching best practices within and outside the organization to establish benchmark data and using continuous process improvement disciplines to achieve results.
  • Understanding of the industry standard Business Analyst best practices (e.g., IIBA BABOK).
  • Ability to apply financial concepts such as Total Cost of Ownership (TCO) and Return on Investment (ROI) in practice.
  • Demonstrated experience leading, motivating, and managing various project and program team sizes, including internal and external resources, while holding all teams accountable for performance.
  • Demonstrated leadership, diplomatic, and motivational skills including the ability to lead up, across, and down multiple business and technology organizations/business units.
  • Demonstrated experience effectively working with multiple, diverse stakeholders in a complex project environment within a cross-functional matrix environment.
  • Demonstrated experience managing project work and/or work of others within an established standard project lifecycle framework.
  • Strong experience presenting to executive sponsors and demonstrated communication skills; both written and oral with technical and non-technical staff, all levels of management.
  • Strong experience in successfully leading projects and programs to on-time, on-schedule and within budget close.
  • Strong experience in Project Methodologies (e.g., Agile, SCRUM, SDLC/Waterfall).
  • Experience negotiating vendor contracts.
  • Experience drafting and submitting budget proposals and recommending subsequent budget changes where necessary.
  • Experience maintaining relationships by engaging business leaders to establish credibility, solve problems, build consensus, and achieve objectives.
  • Experience influencing and gaining buy-in from executives sponsors, team members, stakeholders and peers.
  • Technically competent with various software programs including MS Office tools (e.g., Project, Word, Excel, Visio, PowerPoint, and Outlook).

  • DESIRED

  • Advanced degree (e.g., Masters, PhD, etc.)
  • Previous experience in and knowledge of academic healthcare systems and/or operational environments.
  • 2+ years experience working in RPA.
  • PMP certification.
  • International Institute of Business Analysis (IIBA) Certification of Capability in Business Analysis (CCBA) or Certified Business Analysis Professional (CBAP).
  • Working knowledge of machine learning or artificial intelligence concepts and theories.
  • Experience with taxonomy standards and information management, and organization practices.
  • Relevant coursework in business analysis, business requirement documentation, standards-based modeling technologies, or quality assurance.
  • Lean Six Sigma Blackbelt experience.
  • Project Online or other PPM tool experience.
  • Understanding of Health Level 7 (HL7), ANSI, HTML and other healthcare system standards.
  • Continuous Quality Improvement training and experience leading quality improvement teams.
  • Certification in and/or familiarity with Epic Hyperspace applications.
  • Experience in a formal project management role managing large-scale (10,000 hours), multi-disciplinary projects within a complex environment.
  • Experience creating system diagrams/network diagrams and familiarity with process/methods of effective software and hardware integration for various applications and equipment.

  • CONDITIONS OF EMPLOYMENT

  • This is an Information Technology deadline-driven work environment.
  • The work may be performed during the departments core business hours; either by telecommuting or in an office environment, based on the teams business requirements and manager approval. Significant off-hours and weekends may be needed to resolve problems and respond to emergencies. This individual may also participate in on-call rotation.
  • Is expected to meet in-person as directed by manager.
  • Because of the physically separated sites for UW Medicine, this position requires the ability to travel to alternative work locations as needed. Travel to/from includes, but is not limited to, UWMC-Montlake, UWMC-Northwest, HMC, downtown Seattle, and other locations which are affiliated with UW Medicine.
  • 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 effectively in English, both verbally and in writing.

  • #monster
    REQUIREMENTS:
    See above.

    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.

    Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

    The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.

    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 or dso@uw.edu.

    COVID-19 VACCINATION REQUIREMENT

    Governor Inslee's Proclamation 21-14.2 requires employees of higher education and healthcare institutions to be fully vaccinated against COVID-19 unless a medical or religious exemption is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination. View the Final candidate guide to COVID-19 vaccination requirement webpage for information about the medical or religious exemption process for final candidates.


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    University of Washington

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    PROGRAM MANAGER, PROCESS AUTOMATION

    University of Washington
    Seattle, WA 98104
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