Program Operations Specialist

UW Medicine; Seattle (WA); On-site; USD 70,000 - 95,000; Full time

Benefits offered by this job

Vacation time and holidays

Transit pass (U-PASS)

Healthcare benefits

Professional development

Staff training

Job summary

UW Medicine, Department of Laboratory Medicine & Pathology in Seattle, WA, invites applications for a Program Operations Specialist on the Purchasing Team in the downtown Seattle Financial Building.

The role focuses on everyday purchasing transactions, workflow coordination, systems administration, and documentation to ensure accuracy and policy compliance. You will support leadership, train staff, and drive continuous improvement across procurement processes.

Qualifications

• Bachelor's degree required with 2+ years of administrative or procurement experience or equivalent.
• Excellent written and verbal communication skills; ability to lead meetings and present data.
• Proven track record in managing multiple projects and delivering on schedule.
• Commitment to continuous process improvement and strong customer service orientation.

Responsibilities

• Review and approve purchasing transactions including requisitions, reimbursements, ProCard transactions, and supplier invoices.
• Coordinate intake and reviews of purchasing requests, equipment purchases, contracts and standing orders to ensure documentation is complete.
• Develop and maintain SOPs and training materials; administer purchasing platforms and workflows.
• Lead process improvement initiatives and provide cross-functional support across laboratories and finance.

Skills

Communication skills

Project management

Analytical thinking

Customer relationships

MS Office proficiency

Education

Bachelor's degree

Tools

Microsoft Office Suite

Job description

The UW Medicine - Department of Laboratory Medicine & Pathology (DLMP) in Seattle, WA has a fantastic opportunity for a Program Operations Specialist with the Purchasing Team at the downtown Seattle Financial Building.

The Program Operations Specialist is responsible for the daily review and approval of purchasing transactions including requisitions, reimbursements, ProCard transactions, Supplier Invoice Requests, and other purchasing activities supporting the Department. The position is also responsible for coordinating purchasing workflows, intake processes, purchasing systems administration, operational documentation, and projects associated with maintaining and improving departmental purchasing operations.

This position supports Purchasing leadership by assisting with process improvement initiatives, developing and maintaining Standard Operating Procedures (SOPs), administering departmental purchasing platforms, coordinating equipment, contract, and other purchasing request intake, supporting staff and end-user training, and monitoring purchasing workflow activities. The Program Operations Specialist reports directly to the Assistant Director of Purchasing and serves as a departmental liaison by identifying operational issues, analyzing workflow trends, coordinating cross-functional purchasing activities, and supporting continuous improvement efforts. All actions are performed in collaboration with Purchasing leadership to ensure departmental processes are executed accurately, consistently, and in accordance with University and departmental policies.

• 100% FTE
• Monday – Friday
• Day shift

What you’ll contribute:

Daily Process & Systems

• Act as Cost Center Manager, reviewing and approving requisitions, reimbursements, ProCard transactions, Supplier Invoice Requests, and other Workday purchasing transactions to ensure accuracy and compliance with UW and DLMP policies.
• Review and Assign purchasing order requests to Buyers based on workload and departmental priorities.
• Mange intake and review of purchasing-related requests, including equipment purchases, capital equipment, contracts, agreements, standing orders, Sole Source Justifications (SSJs), and other purchasing requests to ensure required documentation, approvals, and supporting information are complete prior to processing.
• Monitor and manage purchasing workflow activity, monitor order volumes and trends, and communicate operational concerns and workload recommendations to Purchasing leadership. And assist with identifying workload forecasts and operational planning needs.
• Lead initial escalation for Buyers and Fiscal Specialists in resolving urgent purchasing requests, supplier issues, invoice discrepancies, damaged shipments, and other purchasing-related customer service concerns.
• Serve as a departmental resource regarding Purchasing platforms, procurement systems, purchasing procedures, and University purchasing policies by assisting customers, suppliers, and departmental staff with purchasing processes and system-related questions.
• Manage purchasing inbox workflow, customer communications, and request routing to ensure timely response and continuity of Purchasing operations along with Purchasing Manager.
• Serve as liaison between laboratories, departmental users, Fiscal, Procurement Services, and Purchasing staff to facilitate purchasing workflows and resolve operational issues.

Systems Administration, SOPs & Training

• Develop, maintain, and update Purchasing Standard Operating Procedures (SOPs), workflow documentation, operational reference materials, and training guides.
• Administer departmental PurchasePath workflows, including users, approvers, organizational updates, worktags, cost centers, routing changes, and system maintenance.
• Maintain MediaLab purchasing documentation and ensure procedures remain current.
• Assist with onboarding new employees by coordinating purchasing system access, training, and operational readiness.
• Train Purchasing staff and departmental end users on purchasing systems, departmental procedures, workflow changes, and purchasing best practices.
• Lead ongoing process standardization, documentation improvements, and continuous process improvement initiatives.

Projects & Process Improvement

• Lead the operational coordination of departmental purchasing projects, workflow improvements, and system enhancements under the direction of Purchasing leadership.
• Coordinate and execute departmental purchasing initiatives while maintaining project documentation, implementation timelines, and workflow tracking.
• Analyze and support Purchasing functions related to inventory management, purchasing readiness, and other departmental operational initiatives as assigned.
• Identify, implement, and recommend process improvements to enhance operational efficiency, workflow effectiveness, and customer service.

Administrative & Cross Functional Support

• Maintain purchasing records in accordance with University record retention requirements and applicable state regulations.
• Support travel, reimbursement, invoice processing, Shared Environment, and related operational workflow activities.
• Assist Purchasing and Fiscal teams during staffing shortages, high-volume periods, or operational needs.
• Coordinate operational communication between Purchasing, laboratories, Finance, Procurement Services, suppliers, and other University departments.
• Perform additional operational assignments supporting departmental continuity.

Reporting & Operational Analysis

• Develop and maintain Workday reports, purchasing dashboards, and operational tracking tools.
• Analyze purchasing workload, transaction trends, operational metrics, and workflow performance.
• Identify opportunities for operational improvement through reporting and data analysis.
• Prepare operational reports and summaries for Purchasing leadership.
• Support data collection, reporting, and forecasting related to departmental operations and strategic initiatives.

What you’ll need:

• Bachelor's degree and two (2) years of progressively responsible experience in Administrative or Procurement process OR Equivalent combination of education and experience from which comparable knowledge and skills have been acquired may substitute for degree.
• 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.

Desired qualifications:

• Experience with University of Washington financial and procurement systems.
• Experience coordinating purchasing, procurement, finance, or operational workflows in a higher education, healthcare, research, or public sector environment.
• Experience leading process improvement or operational efficiency initiatives.

What we offer:

• Vacation time and sick time off that accrue monthly, including 12 paid holidays.
• 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.
• Fully subsidized public transit pass (U-PASS) that covers multiple forms of public transportation in the region.
• Excellent healthcare, dental, disability, retirement, and other plan options.
• Lots of free fantastic fitness, healthy eating, finance, and stress reduction classes offered through the Whole U.
• And much more!

About the Department of Laboratory Medicine & Pathology:

A regional resource for clinical laboratory services required for innovative patient care, research and educational programs, the Department of Laboratory Medicine & Pathology at UW Medicine 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.

Please visit our website to learn more about our department.

About UW Medicine:

UW Medicine is Washington’s only health system that includes a top-rated medical school and an internationally recognized research center. UW Medicine’s mission is to improve the health of the public by advancing medical knowledge, providing outstanding primary and specialty care to the people of the region, and preparing tomorrow’s physicians, scientists and other health professionals.

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. Nearly 29,000 healthcare professionals, researchers, and educators work in the UW Medicine family of organizations that include Harborview Medical Center, UW Medical Center - Montlake, UW Medical Center - Northwest, Valley Medical Center, UW Medicine Primary Care, UW Physicians, UW School of Medicine, and Airlift Northwest.

Become part of our team. Join our mission to make life healthier for everyone in our community.