Senior Management Analyst; Executive Assistant

Position: 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

* Bachelor's 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…