Microsoft 365 and Records Support Manager, Environmental Health (Project/Program Manager III)

Microsoft 365 And Records Support Manager (Project/Program Manager III)

Are you a project manager that enjoys planning, leading, and executing large-scale projects? Do you have a strong technical aptitude for productivity applications and records support along with experience with change management? If so, Public Health Environmental Health Services Division is seeking a Microsoft 365 and Records Support Manager (Project/Program Manager III) to join its innovative team! Our ideal candidate would bring strong Microsoft 365 technical expertise along with quality improvement and change management skillsets to modernize Environmental Health's use of cloud-based tools and records management. This role will improve how Environmental Health organizes, maintains, and accesses critical records that support operations across the division using Microsoft 365, Tyler Enterprise Permitting and Licensing, and other systems such as archiving.

This position will support the Environmental Health Services (EHS) Division with modernizing its records management and supporting programs with use of Microsoft 365. Public Health and EHS rely heavily on the use of Microsoft 365 (MS365) tools in our work, in particular SharePoint and Teams. This project will work closely with EHS sections and teams to maximize and streamline use of MS365 tools for our business operations, internal communication, and internal and external collaboration, while aligning with King County and Public Health compliance, and security policies. This position will assist teams with effective and efficient use of MS365 tools, engage in robust communication, provide support and training for EHS's workforce, and utilize change management strategies throughout. This position is a member of the Continuous Improvement team.

Through the work of over 190 dedicated employees, the Environmental Health Services Division promotes healthy and equitable environmental conditions and prevents disease through sanitation, safe food, air, and water, and reduction of exposure to hazardous materials. In addition to permitting and inspecting public pools, spas, pet businesses, plumbing installations, on-site septic systems, and solid waste facilities, the division also works in partnership with community to address unhealthy environmental conditions and leads the department's climate change efforts. Our vision is healthy, safe, and vibrant communities that are free of health disparities based on race, gender, or economic status. The Division's core values include equity and social justice, integrity, community service, collaboration, a supportive work culture, and learning from each other and the communities we serve.

The standard work schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m. Occasional evening/weekend work may be required. Alternative work schedules may be considered. This position is based at the Chinook Building located in downtown Seattle at 401 Fifth Avenue, Seattle, WA, 98104. Employees must reside in Washington state and within a reasonable distance to their King County worksite to respond to workplace reporting requirements.

Job Duties

• Serve as the Project/Program Manager for the EHS division's consistent use of MS365 tools across division programs/teams.
• Coordinate the division's effort for consistent record management, including digital and physical paper documents.
• Work with division programs and teams to assess records management opportunities and challenges and identify consistent and actionable approaches.
• Support stability and security of SharePoint sites and Teams channels across the division.
• Work with division programs and teams to assess how MS365 tools can best support business needs, identify existing issues, and anticipate future issues with using MS365.
• Collaboratively develop workplans for records management and SharePoint site management, including prioritization, and maintain flexibility to address emergent issues.
• Develop, manage, and execute implementation plans to ensure business continuity, effectiveness, and end user acceptance.
• Manage issues found during development and testing; identify and implement mitigations and solutions.
• Coordinate with Public Health and King County IT to ensure alignment with compliance and security requirements for records management and use of technology.
• Develop job aids and training to ensure users can effectively use and maintain their work within SharePoint and Teams.
• Provide training opportunities to share SharePoint and Teams best practices. Create opportunities for SharePoint owners within teams/programs to problem-solve and share best practices.
• Coordinate with impacted teams to plan and implement updates to existing use of MS365 tools, and initiate new uses of MS365 tools.
• Develop, manage, and execute effective communications plans.
• Develop and implement change management plans.
• Research, develop, and write decision proposals and decision packages for management.

Experience, Qualifications, Knowledge, Skills

Minimum Qualifications:

• Commitment to and knowledge of racial equity and social justice principles and practices.
• At least two (2) years of experience with the Microsoft 365 suite of applications, in particular SharePoint and Teams, and Power Automate, and the associated security and permissions-based requirements to ensure functionality and stability.
• At least one (1) year of experience with records management.
• At least two (2) years of experience with project planning and management, including complex projects involving multiple dependencies and/or conflicting priorities.
• Ability to build systems, structures and a broader level of expertise across the division reducing reliance on the support manager's position.
• Knowledge of and experience with change management principles.
• Experience developing process maps, job aids, and other technical documentation.
• Experience training and supporting customers with varied learning styles and skillsets.
• Demonstrated ability to communicate effectively, both orally and in writing.
• Experience developing and implementing training and change management plans and drafting associated communications.
• Ability to communicate and maintain working relationships with diverse populations; facilitate discussion and consensus; collaborate effectively.
• Relates well with others; builds constructive and effective relationships; uses diplomacy and tact; ability to manage conflict and defuse high-tension situations comfortably.

Desired Qualifications:

• Experience with quality improvement processes.
• Experience with quality assurance and end user monitoring.
• Experience with Public Health.
• Experience with applying race and social justice principles to projects or processes.
• Experience with the government cloud.
• Certifications and/or demonstrated coursework in change management and/or project management; Microsoft 365 tools such as SharePoint and Teams.