Senior Project Manager, Department of Laboratory Medicine & Pathology

Job Description

Who we’re looking for:

The UW Medicine - Department of Laboratory Medicine & Pathology (DLMP) in Seattle, WA has a fantastic opportunity for a Senior Project Manager with the (enter team Project Management Office (PMO) in Seattle and Renton, Washington.

Under direction of the UW Department of Laboratory Medicine & Pathology (DLMP) Project Management Office (PMO), the Senior Project Manager (SPM) will be responsible for managing assigned projects, such as new lab builds at the UW Medicine Central Lab (a new clinical laboratory supporting routine and specialty testing), Central Lab moves and upgrades, workflow process improvement projects, regulatory response projects, laboratory information system and instrument upgrades, and software development projects.

Work schedule:

• 100% FTE
• Works schedule to be discussed with the hiring manager  
• Occasional telework
• Day shift

What you’ll contribute:

This role has Project Management responsibilities in all project phases: Initiation, Planning, Execution, Monitoring/Control, and Closure.

LEAD PROJECT INITIATION AND PLANNING PHASES OF ASSIGNED PROJECTS

Using DLMP 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 DLMP PMO to assign project resources
• Define and communicate clear project roles and responsibilities with organization chart
• Complete project tool set-up with assistance of DLMP PMO (MS Project/Planner, Smartsheet)
• Work with relevant team coordinators to develop timeline and resource estimates
• Report project status on a regular basis to DLMP 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 budget, scope, and schedule change requests for projects when conditions are met (per DLMP PMO Change Request process)
• Ensure that project components are integrated and working within common goals and assumptions, including system integration points, upstream/downstream workflow and system impacts, testing, implementation planning and operational/steady state handoffs

MANAGE EXECUTION OF ASSIGNED PROJECTS WITHIN STANDARD PROJECT FRAMEWORK

Using standard tools, templates, policies and procedures, manages all components of projects throughout their execution. Ensure completion of standard 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 DLMP
• Execution of test plans that would include but not limited to appropriate technology and operational workflows
• Understanding and tracking of task dependencies and timeline impact 
• Appropriately escalate issues and risks 
• Complete all standard project deliverables within appropriate project phase timeframe unless exception is approved

MANAGE ASSIGNED PROJECT ISSUES AND RISKS  

Using standard issues 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 owners/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 (e.g. earned value/planned value/variance)
• Assist and conduct regular project meetings with agendas and minutes to keep 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 a discrete, objective and actionable framework

MANAGE ASSIGNED PROJECT STAFF IN EXECUTION OF PROJECT TASKS

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

• Define skills required to complete project tasks and work with the DLMP PMO and resource managers to assign individuals to 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 DLMP PMO
• Escalate resource-related issues to the DLMP 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 DLMP PMO as appropriate
• Provide input on vendor contractor performance as requested by vendor engagement lead and/or DLMP PMO
• Monitor agreement by tracking and reporting vendor time spent on fee-for-service (time and material)

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

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

• Lead the pilot/project implementation through DLMP's Release Readiness process
• Assist 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 workflows
• Responsible for and facilitate formal operational handoff
• Complete Project Close Checklist and Lessons Learned tasks

CONTRIBUTE TO DLMP PMO STANDARDS, CULTURE OF PROJECT MANAGEMENT

Provide input to improve DLMP PMO standards to best meet department and other stakeholder needs for 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
• Participate in project prioritization and portfolio load balancing, acting as backup for other team members and functions, as needed
• Participate in PMO internal projects
• Promote PMO standards and project management discipline to project team members and stakeholders

What you’ll need:

• Bachelor’s degree in healthcare-oriented profession, a technology field, or other discipline that demonstrates strong analytical and communication skills
• Five years of experience serving on a project team leadership role with responsibility for managing vendor-packaged system deployment projects and/or process improvement projects within healthcare.
• Works effectively with multiple diverse stakeholders in a complex project environment.
• Experience managing project work and/or work of others within an established standard project life cycle framework.
• Proven experience in project leadership role with progressively complicated projects.
• Experience with MS Office and Office 365 tools (e.g., Project, Word, Excel, Visio, PowerPoint, and Outlook).

Desired qualifications:

• Seven years of experience in a formal project management role managing medium to large-scale (10,000 hours), multi-disciplinary projects within a complex environment.
• Experience working in/around clinical and research laboratory settings.
• Academic healthcare experience.
• Experience working as a PM within a PMO that has 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.
• Continuous Quality Improvement training and experience leading quality improvement teams.
• Organizational Change Management training and experience (eg. PDCA, PROSCI).

What we offer:

• Vacation time and sick time off that accrue monthly, including 12 paid holidays.
• State Employee Tuition Exemption Program covering up to 6 credits of qualifying coursework per quarter at the University of Washington or other participating colleges or universities.
• Fully subsidized public transit pass (U-PASS) that covers multiple forms of public transportation in the region.
• Excellent healthcare, dental, disability, retirement, and other plan options.
• Lots of free fantastic fitness, healthy eating, finance, and stress reduction classes offered through the Whole U.
• And much more!

About the Department of Laboratory Medicine & Pathology:

A regional resource for clinical laboratory services required for innovative patient care, research and educational programs, the Department of Laboratory Medicine & Pathology at UW Medicine combines the sophisticated testing and informatics capabilities of fully accredited laboratories with the resources of an academic institution in its delivery of clinical and anatomic pathology services. Recognized for excellence in clinical training, world-class research initiatives, and a commitment to community service, we serve labs and medical facilities both nationally and internationally.

Please visit our website to learn more about our department.

About UW Medicine:

UW Medicine is Washington’s only health system that includes a top-rated medical school and an internationally recognized research center. UW Medicine’s mission is 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.

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. Nearly 29,000 healthcare professionals, researchers, and educators work in the UW Medicine family of organizations that include Harborview Medical Center, UW Medical Center - Montlake, UW Medical Center - Northwest, Valley Medical Center, UW Medicine Primary Care, UW Physicians, UW School of Medicine, and Airlift Northwest. 

Become part of our team. Join our mission to make life healthier for everyone in our community.  

Compensation, Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Shift:

Temporary or Regular?

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

About the UW 

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.  

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty. 

Our Commitment 

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected]. 

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.