Req #: 241761

Department: School Of Medicine

Job Location: Remote/Hybrid,  Seattle – Other 

Job Location Detail: This position may be primarily performed remotely but will have occasional in-person requirements at UW’s Seattle offices. The main office is located at 4333 Brooklyn Ave NE, Seattle, WA. 

Posting Date: 12/16/2024 

Closing Info: Open Until Filled  

Salary: $6,617 – $8,193 per month 

Other Compensation:

Shift: First Shift 

Benefits: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.  

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills, and dedication to build stronger minds and a healthier world.  

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits, and natural beauty.  

The School of Medicine (SoM) has an outstanding opportunity for a LMS Program Administrator to join their team.

The School of Medicine (SoM) is the largest School in the University of Washington and the largest entity in UW Medicine with 6,500 academic personnel, 4,500 staff, 1,200 student employees, and 5,000 unpaid faculty. UW Medicine uses SumTotal (aka The Learning Hub), a learning management system (LMS), to deliver and track training for 47,000 individuals. This position is responsible for implementing the SumTotal LMS across the SoM, covering a range of users including staff, faculty, and students.

The LMS Program Administrator takes the lead in working with SoM leadership to establish governance for SoM learning programs, including usage of the SumTotal LMS for delivery of training programs. It works with leadership to determine which training programs use SumTotal, which programs are mandatory, and which programs are recommended but optional. It works with key partners to identify which groups should use SumTotal and which should use alternate systems.

This position is responsible for configuring the SumTotal LMS Domain for the SoM, administering the security roles and working closely with the Learning Technologies & Infrastructure (LT&I) and Support teams. It will act as the application administrator for the SoM.

This position serves as the subject matter expert and point person for the SumTotal application within the SoM. The Program Administrator responds to all questions that arise within the SoM or routes them to the appropriate party such as the content owner or to the LT&I team if necessary. It works with departments to establish superusers who can assist their departments with application adoption and usage.

The SoM is a complex organization containing clinical and research faculty, paid and unpaid faculty, other academic employees, as well as staff, student employees, and both graduate and undergraduate students. Training requirements for clinical employees are particularly intricate, as they are mandated both by law and regulatory agencies. Non-clinical training requirements, such as Title IX, may apply universally or only to specific groups, including those who interact with students, manage finances, and interact with vulnerable populations. Determining who is required to complete specific trainings is an ongoing and complex task. Failure to ensure compliance can lead to accreditation issues or loss of licensure. Accurately and efficiently identifying who needs to complete which courses is both a challenging and critical aspect of this role, e.g. it is essential to ensure that faculty deployed to other locations are not required to repeat training already mandated at those sites.

While the position reports to the Senior HR Business Partner, it has a dotted line reporting relationship to the SoM IT Director. Additionally, it works closely with key stakeholders such as the Vice Dean for Faculty Affairs, and the LT&I group, which maintains the LMS for UW Medicine.

The SoM generates over $2B in annual revenue, and this position serves as the point person for ensuring accurate delivery of both mandatory and ad hoc training for the SoM’s more than 12,000 employees. Failure to complete mandatory trainings on time can result in medical personnel being unable to practice, accreditation issues for the medical entities, and potentially negative impacts to patient access, outcomes, and revenue. Non-compliance with mandatory training also carries significant consequences for other groups.

Duties And Responsibilities

Development and Management of the SumTotal LMS in the SoM (60%):

• Identify appropriate delivery mechanisms for SoM training programs to streamline training assignments. Continuously maintain and update these requirements as training programs evolve.
• Identify who should utilize the SumTotal LMS and who should use alternate systems. Group users by type, e.g. clinical faculty, to streamline training assignments. Continuously maintain and update these groups as staffing evolves.
• Identify and authorize domain level security roles, configure settings, and perform application maintenance and support for the SumTotal LMS.
• Provide consultation and advise on functionality and constraints of the LMS application to SoM programs.
• Configure activities in the LMS application according to business requirements and needs.
• Develop specifications for reports based on business needs.
• Identify gaps in user requirements and LMS application capacity. Work with LT&I team to determine if ancillary tools might be appropriate.
• Align with the UW Medicine global system administrator on domain specific requirements (e.g., branding, settings, integrations).
• Train and support learners with elevated security roles within their domain (SoM and associated users).
• Adhere to UW Medicine SumTotal policies and procedures.
• Perform SoM and associated users level application testing for application upgrades and patches.
• Attend bi-monthly SumTotal and LT&I support team meetings.
• Communicate platform changes throughout the SoM and associated users’ domain.
• Perform annual maintenance to ensure learning activities, audiences and reports are current; perform inactivations for users as needed.
  
  

Project Management (25%):

• Identify and prioritize training projects and programs.
• Establish and communicate timelines and resources needed for successful program delivery.
• Lead meetings and facilitate decision making around projects.
  

Miscellaneous and Other Duties as Assigned (15%):

Minimum Requirements

• Bachelor’s degree in computer science, information technology, business, or a related field.
• 4 years’ experience should include planning, implementation, and the support of training programs. This can include project management experience, configuration of learning management systems, and experience with learning technology programs.
• Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

Additional Requirements

• Configuration and use of Learning Management Systems, or similar web-based applications, for a large group of users. This experience should include successfully meeting user requirements and tracking/monitoring required and optional training.
• IT methodologies including, testing, project management, change management, system configuration management, design management, and the establishment and monitoring of related policies, procedures, and best practices.
• Experience with learning technology and related processes (i.e. eLearning modules, development processes, integration, delivery methods, and configuring the LMS application for tracking results.)
• Strong verbal and written skills to effectively and efficiently communicate with all levels of the organization to accomplish support objectives.
• Strong organizational skills with a focus on accuracy and attention to detail.

Desired Qualifications

• Experience in an academic healthcare setting (preferred) or higher education setting.
• Experience with the SumTotal LMS.
• Working knowledge of standard eLearning authoring tools (i.e. Captivate, Storyline, and Rise).
• Working knowledge of content standards for LMS integration (i.e. SCORM, AICC).

Application Process:

The application process may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your “My Jobs” page to take when you are access ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.

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.