Senior Management Analyst (Executive Assistant)

About the role

The Senior Management Analyst position is a hybrid opportunity within UW Medicine IT Services (ITS). The department supports all of UW Medicine, including Harborview Medical Center, UW Medical Center-Montlake Campus, UW Medical Center-Northwest Campus, UW Medicine Primary Care, UW Physicians, UW School of Medicine, and Airlift Northwest. Key responsibilities include providing programmatic, operational, and analytical management support to the Analytics and Research Information Technology programs.

Responsibilities

• Provide programmatic, operational, and analytical management expertise, advice, and hands-on support to the team.
• Manage calendars, schedules, and support executive-level meetings.
• Coordinate travel.
• Coordinate, analyze, and administer multiple million dollar budgets, including tracking and managing budget requests and expenditures, software licensing, budget analysis/forecasting, and managing reimbursements through the ITS process.
• Plan, coordinate, and develop meetings and keep meeting contents focused (including executive level meetings).
• Measure team performance and determine key performance indicators and team performance reporting.
• Process, track, and maintain records of key deliverables such as policies, guidelines, processes, department reports, finance reports with analysis.
• Track and provide analysis of planned and unplanned budget expenditures and committee materials.
• Provide team leaders with recommendations and consultation to develop and implement methods for improving any and all aspects of the team.
• Collaborate with Senior Leaders to identify process gaps and improve established operational processes.
• Develop, refine, and establish 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.
• Manage contractor/vendor relationships, including review of invoices and purchase orders, developing statements of work, and tracking planned budget expenditures.
• Coordinate the development of presentation materials for departmental level efforts and programs given to UW Medicine Directors and Executive Sponsors.
• Provide recommendations to leadership, support governance activities, and identify process improvement opportunities.
• Manage and mentor 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.
• Strong applied experience managing multiple complex activities and assigning work to others.
• Advanced computer skills, including Word, Access, Excel and Power Point.
• Familiarity with database applications.
• Ability to influence others without the benefit of authority.
• Ability to work independently, problem solve, take initiative, set priorities, and handle multiple tasks efficiently, effectively, and in a timely manner.
• Demonstrated success interacting with diverse groups in a collaborative team environment.
• Ability to achieve goals under tight deadlines.
• Knowledge of UW Medicine policies and procedures.

Qualifications

• Strong organizational and project management skills.
• Excellent interpersonal and communication skills.
• Ability to manage multiple projects simultaneously.
• Experience with Microsoft Office Suite.
• Understanding of financial management and budgeting principles.
• Ability to work independently and as part of a team.
• Proven ability to mentor and lead a team.

Skills

• Strong analytical and problem-solving skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite.
• Experience with database applications.
• Ability to manage multiple projects and tasks.
• Strong organizational and project management skills.
• Ability to work independently and as part of a team.
• Proven ability to mentor and lead a team.

Benefits

For information about benefits for this position, visit here.

Pay

Pay Range: Minimum $74,352.00 annual, Maximum $100,584.00 annual.

Shift

First Shift (United States of America)

Temporary or Regular?

This is a regular position.

FTE (Full-Time Equivalent)

100.00%

Union/Bargaining Unit

Not Applicable