Senior Management Analyst (Executive Assistant)

Primary Job Responsibilities

• Providing programmatic, operational, and analytical management expertise, advise, and hands-on support to the team
• Managing calendars, scheduling, and supporting executive-level meetings
• Cooking, 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)
• Making measurements of 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
• Offering recommendations and consultation to develop and implement methods for improving any and all aspects of the team
• Coordinating cross-team strategic and programmatic efforts
• Creating 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)
• Managing 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 providing 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
• Cooking up 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 skills in strong, applied analytical skills and the ability to mentor interns and/or other team members