The Department of Laboratory Medicine and Pathology has an outstanding opportunity for a Program Operations Specialist
WORK SCHEDULE
40 hours per week
Day Shift
WHAT WE OFFER
Vacation time and sick time off that accrues monthly, including 12 paid holidays.
Fully subsidized public transit pass (U-PASS) that covers multiple forms of public transportation in the region.
Excellent healthcare, dental, disability, and retirement plan options.
Lots of free fitness, healthy eating, finance, and stress reduction classes offered through the Whole U.
State Employee Tuition Exemption Program covering up to 6 credits of qualifying coursework per quarter at the University of Washington or other participating colleges or universities.
Eligibility for the Public Service Loan Forgiveness Program as a UW employee.
Relocation incentive for eligible new employees.
POSITION HIGHLIGHTS:
Act as Cost Center Manager, reviewing and approving requisitions, reimbursements, Pro Card transactions and Supplier Invoice Requests in the new Workday system to ensure accuracy and adherence to UW and DLMP policies.
Work closely with Purchasing Manager to asses, create and execute new Workday SOP and training documents.
Utilize reporting tools in Workday and elsewhere to manipulate data for analysis, creating spreadsheets and graphical representations.
REQUIRED POSITION QUALIFICATIONS
Bachelor's degree in business, finance, logistics or other related fields, and equivalent combination of education and experience from which comparable knowledge and skills have been acquired may substitute for degree.
AND
With 3 years of experience in progressively responsible experience in administrative process to include but not limited to:
A track record of successfully managing multiple projects and delivering projects on schedule.
Excellent written and verbal communication skills for a variety of audiences. Ability to lead meetings, give presentations; work with facts and be able to tell a story with numbers.
Demonstrated success in building and sustaining positive customer and other relationships
Commitment to working within an organizational framework of continuous process improvement.
Proficiency with Microsoft Office Suite
CONDITIONS OF EMPLOYMENT
It will be necessary to work in other departmental locations in order to meet patient service requirements, including Harborview Medical Center and at other UW School of Medicine locations (e.g., South Lake Union) and Seattle-area healthcare institutions, and also including an anticipated central lab location (Renton, WA) when scheduled.
Will be considered essential staff and as such will be required to report to work when scheduled despite inclement weather.
PRIMARY JOB RESPONSIBILITIES
Daily Process and Systems
Reviews and approves incoming order requests from labs in Purchase Path and assigns to Buyers.
Tracks and reports back to Department Manager on observed daily volumes, order trends, and departmental buying capacity, as well as advising the Department Manager on forecasted future trends.
Assists Buyers and Fiscal Specialists in coordinating and responding to customer service issues such as urgent orders, damaged packages, past-due invoices, etc.
Communicates any unusual purchasing requests and providing information on rules and regulations around the purchase.
Demonstrate working knowledge of Workday and Ariba procurement systems and assist customers and suppliers to utilize systems efficiently.
Approving manual Supplier invoice in Workday, ensuring cost center and general process are accurate
Training and Onboarding
Create training guides with Purchasing Manager for permanent and temporary employees and interns.
Assist with onboarding new staff and setting up necessary access and accounts upon employment.
Train new staff and refresh and retrain current staff on ongoing systems and process change.
Serve as liaison between the Purchasing staff and end-users to ensure accurate and applicable training for changes, including but not limited to: end-user Purchase Path training, Departmental merge of Purchase Path, changes to the budgeting system, organizational codes and more. Progress will be coordinated with the Purchasing Manager to ensure all actions align with Purchasing and DLMP policies.
Advise and train departmental end-users in best practices and process improvement efforts for daily order requests in Purchase Path, to include a holding a monthly open training session for new and current order submitters.
Projects
Represent Lab Med Purchasing in efforts to improve Purchase Path and to merge system between both Pathology and Lab Med Purchasing groups.
Under the direction of Dept manager, update and manage Purchase Path data including but not limited to: adding new Cost Centers and worktags, removing and adding approvers and submitters, and renaming units within the system.
Caries out other special projects at the discretion of the Purchasing Manager.
Administration
Ensure all record retention processes are compliant with UW policy and WA state law, while optimizing for efficiency in daily operation and ease of access in case of audit.
Lead Dept transition to paper-less records-keeping in accordance with Workday transition.
Monitor and route UW Connect internal customer service tickets for our Shared Environment.
Responsible for keeping Medialab documents up-to-date and alligned to new Workday process.
Develop SOP related to new Workday procurement system.
Analyze process improvement within the Department and communicates changes within and outside the Purchasing Department.
Travel
Ensure travel SOP are up to date and loaded in Medialab.
Ensure travel pre-approvals are up to date, facilitating communication between travelers and directors for approvals as needed.
Analyze Data
Identify opportunities for creating process improvement in all Purchasing tasks including buying, customer service, accounts payable, records management, and more.
Report on data and trends to Purchasing manager and ensure relevant information is shared throughout the Purchasing team.
Analyze past data trends to forecast future work demand related to Purchasing.
Develop and Maintain Positive Department Support Relationships
Manage relationships with Purchasing team, end user and leadership.
Attend meetings with other units in DLMP and the broader UW to better align procedures and goals and to promote teamwork and coordination.
Facilitate and coordinate communication between Purchasing staff and end-users in DLMP's divisions to minimize misunderstandings and inefficiencies and maximize critical working relationships.
Assist in interviewing new staff, ensuring candidates meet the long-term needs of DLMP and are able to succeed within Purchasing.
ABOUT US
A regional resource for clinical laboratory services required for innovative patient care, research and educational programs, the Department of Laboratory Medicine & Pathology combines the sophisticated testing and informatics capabilities of fully accredited laboratories with the resources of an academic institution in its delivery of clinical and anatomic pathology services. Recognized for excellence in clinical training, world-class research initiatives, and a commitment to community service, we serve labs and medical facilities both nationally and internationally. To learn more about our team, please click HERE
UW Medicine includes Harborview Medical Center, UW Medical Center - Montlake, UW Medical Center - Northwest, Valley Medical Center, UW Neighborhood Clinics, UW Physicians, UW School of Medicine, and Airlift Northwest.
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 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 or dso@uw.edu.
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.
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