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The University of Washington is in the process of implementing a space functionalization system to create a more user friendly way of capturing space use/activities at the university for use in the Facilities and Administrative (F&A) rate proposal and for capturing Private Business Use both for federal compliance purposes. The existing space inventory solution GeoSIMS is the system of record and requires a specialized software bridge/solution to capture data more efficiently for F&A and Private Business Use purposes. This project is complex and the impact to the entire UW community is significant because the final data extracts will be subject to audit and reviewed by various regulatory bodies. Because of the breadth of this work, effective project management is critical to ensuring that work is coordinated across projects, deadlines are met, and stakeholders are well-informed.
UW Finance’s Management Accounting and Analysis has an outstanding opportunity open for a Temporary, Full-Time Space Functionalization Project Manager.
Reporting to the Director, the Project Manager is responsible for the management and coordination of the project plan, ensuring timely completion of deliverables and coordinating analysis of these business processes and service management outcomes. More specifically, this role manages high visibility projects/items including planning, cross-team coordination, objective setting, testing and migration into the Production tenant. Other key responsibilities encompass providing oversight and guidance for the project that involve a variety of administrative business units, collaborating with team members and stakeholders to promote consistent continual improvement processes and providing project management support for major scheduled and ad-hoc system functionality roll-outs/activities.
In order to be successful, the incumbent will need to exhibit excellent organizational and project leadership skills. Additionally, the role will require strong analytical acumen, broad awareness of key organizational objectives and an ability to prioritize multiple timelines and competing goals.
- Create and maintain detailed work plans in support of project deliverables
- Proactively identify potential risks, dependencies, and obstacles which may hinder successful completion of deliverables and achievement of project goals
- Manage high visibility project, including planning, cross-team coordination, objective setting, testing and migration into the Production tenant
- Provide project management for major scheduled and ad-hoc functionality roll-outs/activities, including planning and coordination of change management and communications
- Maintain productive relationships with designated stakeholders/administrators, collaborating at a high level to understand policies, impacts of change, procedures and established standards
- Manage high-volume workloads by multi-tasking, coordinating with peers and communicating with customers as required
- Balance complex and competing priorities in a deadline-driven environment, including budget costs and impact
The desired candidate must have a solid understanding of project management tools and approaches and the flexibility to lead diverse and dynamic teams in delivering integrated solutions to challenging business problems. The role must understand business drivers, possess advanced problem-solving skills, promote communication and build relationships to foster teamwork, display composure and diplomacy under pressure.
The Project Manager will coordinate teams of senior leaders across business units, including Senior Business Analysts, integration engineers, executive leadership, system developers, and outside consultants. The PM is expected to understand the complexities of the technical, business, and political aspects of the project to ensure effective and timely decision-making. Outward facing responsibilities include regular, concise updates to business stakeholders, executive sponsors and other leadership on project health and status, appropriately escalating resource, scoping and scheduling decisions
This role coordinates with the leadership to maintain project plan, ensure timely completion of deliverables and coordinate analysis of business processes and service management outcomes. This position is critical to several high visibility projects that require skilled negotiation between stakeholder groups. The sole project assigned to this position has a significant impact on the University, as it impacts the financial outcomes of the UW and the final data extracted from the system implemented is reviewed by the federal government.
The technical scope of this position requires knowledge of and experience with the design and implementation of complex information management systems and infrastructures
Space Functionalization Integration Project Management
- Manage full project with responsibility for the successful planning, design, execution, monitoring, acceptance, deployment and closure of project in a resource constrained environment; ensure both business units and primary project team aligned on project goals, status and deliverables. Attend meetings, and regular check-ins with business unit leaders
- Work with offices involved in the space functionalization process which provide input to the overall project strategy, processes and plans including the testing, go-live readiness, go-live support strategies and plans
- Ensure all project documents are up-to-date and managed on either project SharePoint site, Jira, or any other place where documentation is required
- Work with leaders to assess impacts of scope change requests; follow the project scope change control process; work with project leaders to implement approved scope changes into the project
- Manage and complete project deliverables
- Accountable for the project deliverables, estimates and timeline that articulate the business vision, goals, benefits, and requirements.
- Lead regular meetings with development, test, and design team members.
- Conduct periodic retrospectives at the end of a project milestone or as needed. Capture lessons learned, develop plan for corrective action, and apply to subsequent projects.
- Drive and facilitate communication with F&A team, management, customers, and stakeholders.
- Lead effective decision-making ensuring that technical details are considered appropriately and decisions facilitate product quality and timely delivery
Central Reporting & Leadership
- Escalate risks, issues, key decisions, etc. to the overall project lead; document these items; manage risks and issues as needed
- Support project governance process by attending and facilitating weekly group meetings
- Work with the members of the project team to integrate individual team’s detailed work-plans into the overall work-plan; inform project team leaders of changes in key plan dates and deliverables and coordinate with project team to assess impact; update integrated plan on a regular basis
- Report updates of technical team activities for the monthly project status reports, periodic budget reviews and other overall reporting on project deliverables
- Work with all project leaders to continually review resource needs and work with the central project team to secure approval for proposed adjustments
- Bachelor’s degree in Business Administration, Information Science, Computer Science or related fields.
- Minimum of four years of experience performing progressively more complex tasks in information and technical management activities.
- Experience with technical project management in large, complex environments
- Desired experience with formal project management methods and tools
- Experience working within a matrixed reporting relationship
- IT background with experience across the systems development life cycle with experience in all program/project phases: plan, initiate, elaborate, design, prototype, build, test, deploy.
- Demonstrated advanced project management soft skills, including tolerance for ambiguity, ability to earn the trust of stakeholders, ability to motivate team members, tenacious problem ownership, the ability to deliver bad news gracefully, and a dedication to customer advocacy.
- Excellent verbal and written communication
- Strong problem solving skills.
- Ability to work independently and with minimal supervision.
- Experience facilitating meetings, constructively addressing input and criticism, and resolving conflicts.
- Proficiency in MS Office tools: Word, Excel, Outlook, Visio, PowerPoint, Access, SQL
- Experience playing a leadership role in an implementation environment
- Working experience designing, executing, and/or managing relevant business processes at the University of Washington or in a comparable higher education environment.
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