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Project Manager

University of Washington
Seattle, WA Full-time
Posted on November 3, 2019
Req #: 171616
Department: UW MEDICINE IT SERVICES
Job Location Detail: Primary work location is at the Ninth and Jefferson Building (NJB) on the corner of 9th and Jefferson in downtown Seattle 
Posting Date: 10/23/2019 
Closing Info: Open Until Filled 
Salary: Salary is commensurate with education and experience. 
Shift: First Shift 
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UW Medicine’s IT Services department is looking for an outstanding Project Manager to join the team! 

What are we looking for?
  • Patients Are First focus
  • Customer service mindset
  • Interpersonal skills and teamwork
  • Results-oriented attitude
  • Commitment
  • 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), Northwest Hospital & Medical Center (NWH), Valley Medical Center (VMC), UW Medical Center (UWMC), 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 ITS Project Management Office (PMO) serves to provide a structured foundation to effectively and efficiently manage incoming and active projects within our portfolio through reuseable standards and streamlined processes.  Under the general guidance of the PMO Manager, Project Managers are responsible for leading teams to deliver a program or project(s) that span across one or more business units. This includes managing resources, schedules, financials, and approach throughout the full project life cycle. This also includes management of issues, risks, and project change requests to ensure successful and on-time project delivery for UW Medicine entities and affiliates.

    Projects include but are not limited to:
  • Epic practice management, revenue cycle, and other business applications
  • Ancillary and clinical support systems
  • Analytics solution and platform for regulatory, quality, clinical, and business reporting
  • Web solution for critical initiatives and the organization’s digital communications

  • The Project Manager (‘PM’) will work closely with user representatives, other ITS teams, operations staff, and other project team members to initiate projects; develop and maintain project plans, schedules, and other project management documents; plan and direct business processes and data analysis; develop user requirements and functional specifications; configuration and functional testing; and solution implementation.

    The PM is accountable for the project processes and ensuring that project management best practices are followed. For projects of small and medium complexity (where complexity is defined by the number of impacted IT teams,  end users, executive sponsors, IT systems, etc.), the PM is expected to be able to operate with minimum supervision.  For more complex projects that require knowledge of organizational culture or a higher level of political sophistication, the PM may require additional counsel from the Manager and/or Senior PMs. PMs play an essential role in working with other team members, other ITS resources as well as stakeholders from hospital operations in managing, facilitating and participating in projects.  The PM 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.  This position is also responsible for applying UW Medicine ITS PMO methodologies and standards as defined, as well as contributing to further development of these standards.

    UW Medicine is made up of a complex set of multi-disciplinary clinical, business, and administrative workflows across care settings. The PM needs to gain an understanding of the overall organizational processes and the processes related to the projects with the assigned portfolio.

    The system environment within UW Medicine includes multiple departmental systems, stand-alone and interfaced to multiple clinical and non-clinical data repositories.  An understanding of the systems and their integration with assigned projects is critical to the PM's success.

    The system solutions that the PM may be responsible for managing include, but are not limited to, Cerner, Epic, GE, McKesson Suite, SAP BusinessObjects, Amalga, and Cloverleaf Interface Engine.

    This position exercises discretion, independent judgment and self-direction in the responsibilities called for.  It provides advice and counsel to the Manager of the PMO, project business owners, UW Medicine leadership, and other ITS and operational directors to successfully manage and deliver ITS projects.

    The 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 PM should access and use the minimum necessary employee and organization information to perform job responsibilities and duties and only for authorized purposes.

    Responsibilities include:

    Operations (80%)
    Full project life cycle ownership: successful project delivery will include full implementation from initiation to deployment for one major or several minor initiatives simultaneously.  Using standard tools and templates, facilitate 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:
  • Develop project charter to capture project definition and get sign-off from project sponsor(s) and principal stakeholders
  • Organize work required to accomplish project’s scope and objectives
  • Work with resource managers to estimate and assign project resources
  • Define and communicate project organization chart with clear project roles and responsibilities
  • Develop plans, as appropriate, around specific work threads (e.g. environment plan, training plan, test plan, communicaton plan)
  • Using standard issue and risk management guidelines, actively manage project issues and risks in the tool throughout the project lifecycle. Specific duties include, but are not limited to:

    • Facilitate initial risk assessment in Planning phase, document and develop risk response plans for key project risks
    • Encourage active risk and issue identification, prioritization/severity, and management using Risk and Issue Logs
    • Communicate issues and resolution steps, risks and response plans to ITS leadership, project team, project sponsor(s), and stakeholders, as appropriate

  • Assume responsibility for triple constraints throughout project lifecycle. Specific responsibilities include:

    • Ensure time tracking compliance and accuracy for project by project team per PMO policy
    • Maintain, update, and communicate project schedule throughout lifecycle
    • Develop and maintain a service-oriented relationship with project sponsor(s), organization leadership, principal stakeholders, and project team

  • Related to this group, communications, relationship development, and progress/status reporting to include:

    • Provide regular status of current efforts, achieved milestones, and current risks and issues in month-end status reports and customized for multiple meeting forums, as appropriate
    • Report project progress relative to the planned progress including variance explanation
    • Facilitate regular project team meetings with agendas and meeting minutes

  • Using standard tools, templates, policies and procedures, manage projects and complete deliverables, as appropriate. Specific duties and deliverables include, but are not limited to:

    • Ensure thorough documentation needed for project (requirements, design, and build/configuration)
    • Ensure execution of test plan, e.g. ensuring test cases performed are traceable to requirements, managing defects, and reporting on test results

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

    • Develop and lead execution of Implementation plan following standard ITS Production Readiness and change control processes
    • Facilitate development of Go/No Go criteria and lead the decision-making process, if necessary
    • Work with support managers to create new support plans or update existing support plans to include new project
    • Facilitate formal production support turnover with production support team management
    • Develop standard Post-Implementation Review Report to include project metrics and lessons learned
    • Manage Assigned Project Staff in Execution of project tasks
    • Provide direction over execution of assigned tasks for project team members
    • Delegate tasks 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, as appropriate
    • Provide input, as requested by resource managers, on team members' performance for inclusion in personnel evaluations


  • Administrative (20%)
  • Develop relationships with ITS teams
  • Provide peer leadership within ITS
  • Support development of PMO maturity
  • Lead process improvement engagements internally within ITS

  • What you’ll bring to the table: (minimum 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.

  • 5+ years experience must include the following:
  • 5+ years' experience serving in a project team leadership role with responsibility for managing vendor-packaged software deployment projects and/or process improvement projects
  • PMP certification; if not currently PMP certified, this certification must be achieved within six months of start date
  • 5+ years' experience effectively working with multiple, diverse stakeholders in a complex project environment
  • 5+ years' experience managing project work and/or work of others within an established standard project lifecycle framework
  • 5+ years proven experience in a project leadership role with progressively complicated projects
  • Technically competent with various software programs including MS Office tools (e.g., Project, Word, Excel, Visio, PowerPoint, and Outlook)

  • 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 translate complex issues into comprehensible ideas and concepts with both technical and non-technical staff
  • Strong interpersonal skills to lead and motivate project teams 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
  • Excellent negotiation and vendor management skills
  • 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
  • Decisiveness in resolving business problems, making decisions, and identifying priorities
  • Must be able to learn, understand, and apply new technologies
    Ideally, you’ll also have: (desired skills and experience)
  • Academic Healthcare experience
  • Project Server or other PPM tool experience
  • Familiarity with technical architecture, including applications, servers, databases and networks
  • Continuous Quality Improvement training and experience leading quality improvement teams
  • Certification in and/or familiarity with Cerner Millennium or Epic Hyperspace applications
  • 3+ years of experience in a formal project management role managing large-scale (10,000 hours), multi-disciplinary projects within a complex environment
  • Experience working as a PM within a PMO that has a standard set of project tools and templates
  • Formal training and/or certification on PMBOK-based project management techniques.

  • What are some of the other tidbits that you might want to know?
  • The individual in this position is expected to work normal daytime hours.  However, significant off-hours and weekends may be needed to resolve problems and during implementation and maintenance activities.  This individual is also expected to be available for call on a 24x7 basis as needed.
  • Because of the physically separated sites for UW Medicine, this position requires the ability to quickly access sites, using personal means of transportation.  Travel to/from includes, but is not limited to, UW Medical Center, Harborview Medical Center, Sabey Tukwila Data Center, downtown Seattle, and other facilities which are affiliated with UW Medicine
  • 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.

    The University of Washington is a leader in environmental stewardship and sustainability, and committed to becoming climate neutral.
    #monster REQUIREMENTS: See above.

    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.