Full Job Description
Notes: Work is ordinarily performed in an office environment but may be performed remotely depending on health and safety requirements under the COVID-19 pandemic.
UW Medicine provides outstanding care to patients from around the globe, educates the next generation of physicians and scientists, and supports one of the world’s largest and most comprehensive medical research programs. UW Medicine’s four hospitals – Harborview Medical Center, Northwest Hospital & Medical Center, University of Washington Medical Center and Valley Medical Center – admit more than 63,000 patients each year. UW Medicine provides outpatient care for more than 1.3 million patients each year at its 12 UW Neighborhood Clinics and its many other primary and specialty care clinics.
The Human Resources department's mission is to support UW faculty and staff in successfully meeting the goals of UW Medicine by providing high quality and responsive human resources support. The department's vision is to create a premier Human Resources organization whose staff members are dedicated to the goal of working together to provide the highest possible quality of services in carrying out its mission.
UW Medicine Human Resources has an outstanding full time TEMPORARY opportunity for a Project Coordinator - Human Resources (HR) Specialist.
This position is funded until approximately January 31, 2021, contingent upon continued funding.
The HR Specialist will manage the administrative functions of an UW Medicine integration project and support the Project Director as well as the entire Project Management Office (PMO). This individual will work as a member of a team with a client service approach to office management and will have frequent contact with Executive Sponsor,Steering Committee and project governance teams.
The HR Specialist will coordinate and work with the PMO and other project team members to develop, manage, and maintain a Master Integrated Project Schedule and the overall project budget. This will include: identification of key milestones and dependencies within the main project and across complementary or supporting projects; conducting high-level root cause analysis when schedule issues emerge; and working closely with the project team to manage and maintain the project schedule, resolve constraints, reallocate resources, assess risks and issues, recognize opportunities, and determine alternative courses of action to recover when schedules are at risk of slipping.
The HR Specialist will be responsible for supporting the project team in managing project issues and risks, keeping track of the status of deliverables, and ensuring decisions are documented in a timely manner.
Manage project schedule, budget, issues, risk, questions and decision logs
Manage the master integrated project schedule using Excel and Visio.
Manage the overall project budget in Excel.
Manage issues, risks, deliverable sign-off and decision documentation according to the process defined by the PMO.
Review issue and risk logs regularly and work with project team to ensure information is complete and up-to-date. Highlight any areas of concern with the PMO.
Review the due dates of deliverables regularly and keep the PMO informed of upcoming due dates. Manage the sign-off process for deliverables.
Manage scope change requests as they move through the change control process.
Project Management Office Team Administration
Serve as principal project assistant and confidential liaison to the Project Director. Ensure the Directors’ priorities and obligations are met by coordinating a complex day-to-day schedule using an electronic calendar.
Exercise sound judgment in scheduling and rescheduling meetings in accordance with PMs’ priorities.
Independently initiate, follow up and resolve requests for information-in written, phone and in person formats-with key UW Medicine stakeholders, staff, peer contacts, and vendor representatives-based on knowledge of PMs’ commitments.
Create and maintain project mail serve lists, conference lines, meeting rooms, etc.
Assist with routine administrative matters and special projects; assist in preparation of presentation and meeting materials for members of the PMO.
Coordinate onboarding of new project team members.
Document the outcome of the training needs assessment; Ensure key training topics are covered by planned training classes across workstreams.
Coordinate the logistics (rooms, materials, etc.) and overall calendar for training.
Draft and maintain the overall training workplan, supporting subject matter experts and task owners, where possible, in completing work.
Support task owners in tracking & resolving issues.
Support the successful delivery of training classes.
Document employee and manager impacts identified in process review sessions in change impact assessment.
Work with communications coordinator to link communications to change impacts.
Administer and Support the Project Tool Set
Manage the project SharePoint site.
Ensure appropriate branding is used by the project team members.
Train the project team on the use of project tools.
Coordinate Project Team Meetings
Coordinate large team meetings for PMO team members; schedule, manage logistics and equipment needs; organize agenda and materials.
Manage scheduling and coordination for Leadership Group and PMO meetings (involves coordination of meeting agenda and meeting materials, scheduling to address the needs of multiple leaders across UW Medicine, and ensuring that meeting materials are complete, professional, and presented in an organized and straightforward manner).
BA + 2-3 years of experience in office management and/or business operations.
Demonstrable proficiency in standard software packages including Microsoft Office.
Excellent interpersonal skills and experience working in teams required.
Project management and support experience required.
Working with complex data and organizing/summarizing data into standard reports and other formats.
Detail-oriented and analytical work.
Flexibility to work with multiple competing priorities.
Demonstrated maturity, discretion and initiative in carrying out the responsibilities of the position in a confidential manner.
Exercise sound judgment and possess exceptional organizational, interpersonal, and communication skills (both written and verbal).
Demonstrated exceptional customer service.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Flowchart software experience, such as with MS Visio, highly desired.
Experience in higher education and/or with executive leadership strongly desired.
Successful Team/Project experience.
Familiarity working with UW systems.
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, 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 an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
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.
TThe 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 firstname.lastname@example.org.