Work in Washington Veterans Jobs

Req #: 233830

Department: LABORATORY MEDICINE AND PATHOLOGY

Posting Date: 05/09/2024

Closing Info: Open Until Filled

Salary: $5114 - $7672 per month

Shift: First Shift

Notes:

• As an employee you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here. ( https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230119_a11y.pdf)

The Department of Laboratory Medicine and Pathology has an outstanding opportunity for a Program Operations Specialist - Purchasing 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. 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.AND3 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 PRIMARY JOB RESPONSIBILITIES Daily Process and Systems

• 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.

• 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 provides 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 the 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

• Work closely with Purchasing Manager to assess, create and execute new Workday SOP and training documents.

• 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 record-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 communicate 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

• Utilize reporting tools in Workday and elsewhere to manipulate data for analysis, creating spreadsheets and graphical representations.

• 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 (https://dlmp.uw.edu/about/about-us)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.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.