A higher degree of healthcare.
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.
UW Medicine’s IT Services department has an outstanding opportunity for an Portfolio Manager!
UW Medicine’s Information Technology Services (ITS) department is a shared services organization that supports all of UW Medicine. UW Medicine is comprised of Harborview Medical Center (HMC), UW Medical Center-Montlake (UWMC-Montlake), UW Medical Center-Northwest (UWMC-NW), Valley Medical Center (VMC), UW Neighborhood Clinics (UWNC), UW Physicians (UWP), UW School of Medicine (SOM) and Airlift Northwest (ALNW). In addition, UW Medicine shares in the ownership and governance of Children’s University Medical Group and Seattle Cancer Care Alliance (a partnership between UW Medicine, Fred Hutchinson Cancer Research and Seattle Children’s). ITS is responsible for the ongoing support and maintenance of the infrastructure and applications which support all of these institutions, along with the implementation of new services and applications that are used to support and further the UW Medicine mission.
The Portfolio Manager strategically chooses projects that are aligned with the UW Medicine mission, are considerate of other programs and projects as a portfolio of investments, and budget limited time and resources. The Portfolio Manager collaborates with senior leadership, stakeholders, and technical and business operations teams within PMO and UW Medicine ITS to successfully develop, implement, and manage roadmaps and long-range financial plans. The Portfolio Manager must effectively present a business case and guide senior executives through difficult decision-making processes.
UW Medicine is made up of a complex set of multi-disciplinary clinical, business, and administrative workflows across care settings. The Portfolio Manager must have strong technical knowledge and skills to work collaboratively in a dynamic, demanding, and multifaceted environment. The Portfolio Manager needs to gain an understanding of the overall organizational processes and the processes related to the projects with the assigned portfolio.
The Portfolio Manager carries out responsibilities at a high level of technical expertise and provides authoritative advice and counsel to business partners, the PMO leadership team, and other IT and operational management to successfully create and manage the project portfolio to meet business and strategic objectives.
The Portfolio Manager will lead PMO and/or IT Level Committees, be an active participant in IT Prioritization Process, and engage in organizational change management activities for Enterprise improvements efforts.
RESPONSIBILITIES
Operations (70%)
Manage ITS project portfolio of complex initiatives that span one or multiple lines of business.
Manage full project life cycle, from initiation to deployment for one major or several minor initiatives simultaneously.
Ensure all aspects of multiple related projects are aligned to and directly supports the achievement of strategic objectives.
Develop and deliver progress reports, proposals, requirements documentation and presentations to various audiences, including project team, sponsors, CIO, and key stakeholders.
Determine the frequency and content of status reports for senior leadership containing project milestones, deliverable, dependencies, risks, and issues.
Define success criteria and disseminate them to involved parties throughout project and program life cycle.
Resource Allocation and Utilization Reporting
- Drive the ITS Governance Process by connecting with STC, Tier II, and Tier III business and IT partners.
- Procure adequate resources to achieve project objectives in planned timeframes.
- Analyze projected and utilized labor data across the IT Services department.
- Manage and continuously improve the departmental Project Portfolio Management (PPM) system in support of portfolio management objectives
- Establish training and support program for the PPM user community, highlighting polices required for use of the PPM system by ITS resource managers and project managers; establish escalation mechanisms for non-compliance.
- Develop, publish, manage, and continuously improve labor data analytics dashboards and reports from the PPM system.
- Provide direct support to the departmental fiscal year budgeting process by providing labor data of the portfolio from the PPM system.
Budget and Resource Management
- Prepare estimates and detailed project plan for all phases of the project and present data to stakeholders.
- Manage the infrastructure used to maintain the ITS roadmap and develop UW Medicine’s outlay of ITS resources as part of its annual budget.
- Manage the overall resource allocation model utilized by ITS to meet UW Medicine’s tactical and strategic IT objectives. Responsibilities include, but are not limited to:
- Monitor resource requirements across the portfolio of and project activities and make adjustments as appropriate and in alignment with organizational priorities.
- Facilitate development of project budgets and annual ITS fiscal year budget, including labor, equipment, software, and other various project expenditures.
- Produce appropriate reports in support of fiscal year budgeting and project/program accounting functions in coordination with ITS finance and accounting team members.
- Provide quarterly reports on resource utilization and trends.
- Identify and manage budgetary needs for respective PMO Team including, Full Time Equivalent, staff education and professional development.
- Vendor Management
- Manage and sustain vendor/supplier relationships including Request for Quotations and Qualifications (RFQQ) and Request for Proposal (RFP) process for some ITS procurements.
- Serve as primary contact for the vendor portfolio management counterpart for vendor project deliverables, vendor resource issues, and the delivery of application components during a project lifecycle.
- Collaborate with vendors to optimize assignment of appropriate resources in a timely manner.
- Ensure vendors fulfill contractual and other obligations to UW Medicine.
- Establish and maintain standards for procurement process within the PMO, aligning with department and organizational standards.
- Project and Program Standards
- Manage ongoing quality control and participate in quality issue resolution. Assist in dispute, negotiation, arbitration or litigation, as needed, for project team members and vendors.
- Continue professional development to keep abreast of emerging technologies, methods and best practices.
- Establish practices, templates, policies, tools, and partnerships to expand and mature capabilities for the organization.
- Manage the development and maintenance of
- library of standard tools, templates, guidelines, and examples for projects and programs execution throughout the portfolio.
- standardized project management tools, supporting processes, and central repository; mechanisms to ensure compliance with utilization of standards.
- central repository of standard methodologies beyond project management utilized in the execution of projects (e.g., Communications, Education & Training, Requirements Management, Testing, etc.).
- Customer Engagement
- Establish effective customer relationships with UW Medicine management and leadership through project intake processes and ITS governance committees.
- Build and maintain effective working relationships with ITS managers and directors.
- Ensure internal and external customers have appropriate visibility to the status of requests and projects.
- Management Team Collaboration
- Manage and allocate the day-to-day project activities and resources; lead the project management team meetings.
- Collaborate with colleagues to identify challenges and inter-team solutions.
- Coordinate activities and projects with other leaders/managers in ITS where interdependencies exist.
Strategy (20%)
- Develop key performance indicators with stakeholders for projects, programs, and/or portfolios.
- Understand interdependencies between technology, operations and business needs in order to help team(s) achieve organizational goals/objectives.
- Participate and/or guide feasibility studies, vendor selections, and proposals for evaluation by appropriate key stakeholders.
- Develop and communicate solutions that address client goals while maintaining alignment with industry best practices.
- Create and maintain trusted adviser relationships with project and program stakeholders, sponsors and University stakeholders.
- Develop and execute an efficient internal communication strategy for ensuring communication with all levels of management within the team. Deliver appropriate and effective executive level communication.
Coaching/Mentorship (10%)
- Provide leadership for project teams by building and motivating team members to meet project goals, adhering to their responsibilities and project milestones.
- Coach, mentor, and motivate project and program teams.
REQUIREMENTS
- Bachelor's degree in a healthcare oriented profession, a technology field, a business-related field, or other discipline that demonstrates analytical or communications abilities. or equivalent combination of education/experience.
6-8 years experience must include the following:
- 7+ years of experience serving in a project leadership role with responsibility for managing progressively more complicated vendor-packaged system deployment and/or process improvement projects
- Progressive, relevant experience related to IT portfolio, program, and project management.
- PMP certification; if not currently PMP certified, this certification must be achieved within six months of start date.
- Demonstrated experience leading, motivating, and managing various project and program team sizes, including internal and external constituents, while holding all teams accountable for performance.
- Demonstrated leadership, diplomatic, and motivational skills including the ability to lead multiple business and technology organizations/business units. Experience maintaining relationships by engaging business leaders to establish credibility, solve problems, build consensus, and achieve objectives.
- Demonstrated experience effectively working with multiple, diverse stakeholders in a complex project environment within a cross-functional matrix environment. Experience gaining buy-in from executive sponsors, team members, stakeholders and peers.
- Demonstrated experience managing project work and/or work of others within an established standard project lifecycle framework and cognizant of budgetary and resource constraints.
- Strong experience presenting to executive sponsors and demonstrated written and oral communication skills with technical staff, non-technical staff, and all levels of management.
- Strong experience in SDLC, Waterfall, and Agile Project Methodologies.
- Prior experience in a role with significant customer service component.
- Experience negotiating vendor contracts.
- Experience drafting and submitting budget proposals and recommending subsequent budget changes where necessary.
- Experience researching best practices within and outside the organization to establish benchmark data and using continuous process improvement disciplines to achieve results.
- Technically competent with various software programs including MS Office tools (e.g., Project, Word, Excel, Visio, PowerPoint, and Outlook).
DESIRED
- Previous experience in and knowledge of academic healthcare systems and/or operational environments.
- Portfolio Management Professional (PFMP) certification.
- Lean Six Sigma experience.
- Project Online or other PPM tool experience.
- Familiarity with technical architecture, including applications, servers, databases and networks.
- Continuous Quality Improvement training and experience leading quality improvement teams.
- Certification in and/or familiarity with Epic Hyperspace applications.
- Experience in a formal project management role managing large-scale (10,000 hours), multi-disciplinary projects within a complex environment.
- Experience working as a PM within a PMO that has a standard set of project tools and templates.
- Formal training and/or certification on PMBOK-based project management techniques.
CONDITIONS OF EMPLOYMENT
- This is an Information Technology deadline-driven work environment.
- The individual in this position is expected to work normal daytime hours. The work may be performed in either an office environment or by telecommuting with manager approval, during normal business hours; however, significant off-hours and weekends may be needed to resolve problems and respond to emergencies. This individual is expected to be available for emergencies (business continuity/disaster recovery efforts) on a 24x7 basis as needed.
- Because of the physically separated sites for UW Medicine, this position requires the ability to travel to alternative work locations as needed.
- Must coordinate projects without direct supervisory authority.
- Must work within the constraints of multiple technical environments.
- ITS provides services to all UW Medicine organizations – HMC, UWMC-Montlake, UWMC-NW, VMC, UWNC, UWP, SOM, and ALNW. The individual in this position must learn many organizational structures and cultures and continually foster collaboration.
- Ability to communicate effectively in English, both verbally and in writing.
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