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LABORATORY SERVICES PROJECT MANAGER

University of Washington
Seattle, WA Full-time
Posted on September 23, 2019
Req #: 169136
Department: LABORATORY MEDICINE
Job Location: Northgate
Posting Date: 06/24/2019 
Closing Info: Open Until Filled 
Salary: Salary commensurate with education and experience. 
Shift: First Shift 

As the region's only Level I Trauma center, Harborview Medical Center (HMC) is well known for innovations and excellence in trauma care and its centers of emphasis:  Trauma, Burn, Neurosciences, AIDS/STD, Center for Advanced Reconstruction and Rehabilitation (CARER), and mentally-and medically- vulnerable populations. In addition to the centers of emphasis, HMC serves a mission population for King County. Harborview employees are committed to the vital role the institution plays in the immediate community, as well as the entire Northwest region. HMC is owned by King County and managed by the University of Washington (UW) and serves as a training site for UW’s School of Medicine. The UW is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. 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.

Our LABORATORY MEDICINE DEPARTMENT has an outstanding full-time position for a LABORATORY SERVICES PROJECT MANAGER (PM).  Under the guidance of the PMO director, the Project Manager (PM) will be responsible for managing assigned projects focused on the laboratory services provided by the department, such as External Billing, Inventory Management, Business Continuity.  The PM will provide input to the PMO and Lab Medicine leadership on project resourcing and will actively manage corresponding customer and stakeholder groups for their projects. The PM will ensure on-time, on-budget delivery of active projects within their portfolio in compliance with the PMO standards. This position will also contribute to further development of these standards.

UW Department of Laboratory Medicine is a shared services department, providing clinical lab services to all UW Medicine entities, as well as to external Reference Lab customers and researchers across the U.S. and globally.  UW Medicine entities include but are not limited to UW Medical Center (UWMC), Harborview Medical Center (HMC), UW School of Medicine, Northwest Hospital, UW Neighborhood Clinics (UWNC), and UW Physicians Network.  Lab Medicine is responsible for medical laboratory testing which supports and furthers the mission of patient care, research and teaching. The Lab Medicine Project Management Office (PMO) provides oversight, governance and project management staff to efficiently and effectively incoming and active projects that require Lab Medicine resources.

The PM will be assigned to projects that are either requested by or require significant effort from Lab Medicine Operations and/or Administrative staff who support operational, research and educational goals of the department. The PM will work closely with Lab Services leadership, user representatives, operations staff, and other project team members to initiate projects; analyze business processes and data; facilitate user requirements; plan and manage testing; develop and maintain project plans, schedules, and other project management documents; plan and manage project implementation work. The PM 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.

For projects sponsored outside of Lab Medicine that require Lab Operations resources, the PM may act as coordinating point of contact into the Lab Medicine department.   

UW Laboratory Medicine operates within UW Medicine, which consists of a complex set of multi-disciplinary clinical, business, and administrative workflows across care settings. Additionally, UW Lab Medicine provides medical lab testing services to U.S. and global Reference Lab customers and researchers.  The PM needs to develop an understanding of departmental and organizational processes, clinical laboratory instruments and platforms and interdependencies related to their assigned projects.

With direction from the Lab Medicine PMO director, this position exercises discretion, judgment and self-direction in the responsibilities called for.

The position may require access to restricted or confidential information including: employee and patient information, department strategic plans and initiatives, financial information or other sensitive materials and information. The PM is expected to access and use the minimum necessary employee and organization information to perform job responsibilities and duties and only for authorized purposes.

Project Management duties in all phases: Initiation, Planning, Execution, Monitoring/Control and Closure.

LEAD INITIATION AND PLANNING PHASES OF ASSIGNED PROJECTS

Using Lab Medicine PMO standard tools and templates, facilitate the initiation and planning for assigned projects. Ensure completion of standard deliverables, as appropriate. Fulfill roles of facilitator and task manager. Specific duties and deliverables include, but are not limited to:

  • Work with resource managers and Lab Medicine PMO to assign project resources

  • Define and communicate clear project roles and responsibilities with organization chart

  • Complete project initiation with assistance of Lab Medicine PMO (Project Online, SharePoint)

  • Work with relevant teams to develop project WBS (work breakdown structure), timeline and resource requirements

  • Report project status on a regular basis to Lab Medicine PMO, sponsors and impacted leadership



MANAGE SCOPE, SCHEDULE AND BUDGET FOR ASSIGNED PROJECTS

Once project scope, schedule and budget have been established in the Planning phase, assume responsibility for all three components throughout the project lifecycle which includes tracking compliance, progress, activity, change requests, and communicate project schedule throughout lifecycle.  Other specific responsibilities include but are not limited to:


  • Develop and submit for approval project scope, schedule and budget change requests for projects when conditions are met (per Lab Medicine PMO Change Request process)

  • Ensure that project components are integrated and working within common goals and assumptions, including technical integration points, upstream/downstream workflow impacts, testing, implementation planning and operational /steady state handoffs



MANAGE EXECUTION OF ASSIGNED PROJECTS WITHIN STANDARD PROJECT FRAMEWORK

Using established tools, templates, policies and procedures, manage all components of projects throughout their execution. Ensure completion of standard project deliverables, as appropriate. Specific duties and deliverables include, but are not limited to:


  • Ensure documentation of: user, system, and technical requirements; workflows, application and technical designs as relevant to the projects internal and external to the operations of Lab Medicine

  • Execution of test plans that include but are not limited to appropriate technology and operational workflows

  • Understanding task dependencies and timeline impact to manage project tasks execution per WBS

  • Appropriately escalate issues and risks along with tracking external dependencies

  • Complete all standard project deliverables within the appropriate project phase timeframe unless exception is approved



MANAGE ASSIGNED PROJECT ISSUES AND RISKS

Using standard issue and risk management guidelines, actively manage project issues and risks throughout the project lifecycle. Specific duties include, but are not limited to:

  • Assist and support completion of initial risk assessment in Planning phase and document risks

  • Identify and lead development of mitigation plans

  • Include and document mitigation plan for any key risks to project and tasks in the project WBS and escalate those tasks outside of project scope

  • Review and monitor risks; new and existing risks, risk factors and document updates at an appropriate frequency

  • Communicate to team members, stakeholders, and sponsors issues, risks and risk response, including Leadership as appropriate

  • Provide education to project team of the responsibilities related to issue management from the beginning of the project

  • Monitor all issues are documented, assigned, assigned severity, prioritized and updated by team members

  • Escalate and communicate all critical/high issues to project sponsorship/project leadership when appropriate



ASSIGNED PROJECT COMMUNICATIONS, CUSTOMER RELATIONSHIPS, AND PROGRESS/STATUS REPORTING

Create and maintain a service-oriented relationship with business owner/sponsors, leadership, resource managers and project team throughout the project. Communications, relationship development and progress/status reporting to include:

  • Communicate and provide report status of current efforts, achieved milestones, and current risks and issues regularly in standard formal documented status reports and in multiple meeting forums

  • Communicate and report the progress of project (including earned value relative to planned value if applicable) including a variance explanation

  • Assist and conduct regular project meetings with agendas and minutes to be used to keep team and stakeholders informed

  • Communicate and manage the completion, maintenance and execution of project plans to team which may include external communications

  • Escalate issues and decisions in discrete, objective and actionable framework



MANAGE IMPLEMENTATION, POST-IMPLEMENTATION, AND SUPPORT TRANSITION FOR ASSIGNED PROJECTS

Lead the project and project team through the standard Implement and Close phase of the project to include the following:

  • Lead the pilot/project implementation through the Lab Medicine's Release Readiness process

  • Lead development of Go/No Go criteria and contribute to the decision-making process, if necessary

  • Coordinate with operational support managers the update of existing workflows to include new project capabilities

  • Responsible for and facilitate formal production handoff

  • Complete Project Handoff Checklist and lessons learned



MANAGE ASSIGNED PROJECT STAFF IN EXECUTION OF PROJECT TASKS

Provide direction and serve in a leadership role over the execution of assigned tasks by project team members:

  • Define skills required to complete project tasks and work with the Lab Medicine PMO and resource managers to assign individuals to the roles

  • Delegate project responsibilities with clear expectations of deliverable scope, quality and timeline constraints, as well as the tools and processes that should be used

  • Ensure high quality and timeliness of work produced by assigned project staff and escalate exceptions to the Lab Medicine PMO

  • Escalate resource-related issues to the Lab Medicine PMO as appropriate

  • Provide input, as requested by resource managers, on team members' performance for inclusion in personnel evaluations.

  • Mentor assigned project staff in the discipline of Project Management



MANAGE VENDOR EXECUTION AND DELIVERABLES FOR ASSIGNED PROJECTS

Work with vendor engagement leads at the outset of sub-projects to ensure mutual agreement on working relationships and details including;

  • Define and publish clear roles and responsibilities for all vendor project team members

  • Define deliverable responsibilities with agreed timelines

  • Monitor vendor performance and escalate exceptions to vendor engagement lead and/or Lab Medicine PMO as appropriate

  • Provide input on vendor contractor performance as requested by vendor engagement lead and/or Lab Medicine PMO

  • Monitor agreement by tracking and reporting vendor time spent on fee-for-service (time and material)



CONTRIBUTE TO LAB MEDICINE PMO STANDARDS, BEST PRACTICES

Provide input to improve Lab Medicine PMO standards to best meet department and other stakeholder needs. increased quality and time-to-production, and reduced variability for projects. Specific duties include, but are not limited to the following:

  • Develop and refine PMO standards as assigned using data-driven analysis and evaluation

  • Participate in PMO internal projects (e.g. develop metrics for project portfolio phases, e.g. initiation approval, execution, closeut)
  • Promote PMO  standards and project management discipline to project team members and stakeholders



Requirements:

Bachelor's Degree in a health-care oriented profession, a technology field, or other disciplines that demonstrate strong analytical and communications abilities AND:

  • Minimum of two years clinical or research laboratory experience.  This can be concurrent with project management experience.

  • Minimum of two years experience managing project work and/or coordinating the work of others.  This can be concurrent with clinical or research laboratory experience.

  • Expert user of MS Office and Office 365 tools (e.g.  Project, Word, Excel, Visio, PowerPoint, and Outlook)



Desired

  • Academic Healthcare experience

  • Experience working as a PM within a PMO that utilizes a standard set of project templates and tools, including Project Online or other PPM tools

  • Formal training and/or certification on PMBOK-based project management techniques (eg. PMP certification)

  • Continuous Quality Improvement training and experience leading quality improvement teams within a healthcare setting (eg. Lean, Kaizen)

  • Organizational Change Management training and experience (eg. PDCA, PROSCI)

  • Certification in and/or familiarity with LIS (eg. Sunquest) and EHR applications (eg. Epic, Cerner)

  • Familiarity with clinical laboratory technical architectures, including instrument interfaces, cloud-based systems, servers, databases and networks


This position provides opportunities to work in a fast-paced, challenging, diverse and rewarding environment.  As an employee you will enjoy generous benefits and work/life programs.  For detailed information on Benefits for this position, click here.

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 equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu.