Project Data Analyst

Student Health Services is excited about a new position, Project Data Analyst.  If you love data and project management and you are interested in working at a local university in the redwoods look no further.  As the Project  Data Analyst  you will provide key support on behalf of the Associate Vice Chancellor of Student Health Services (SHS).  Under the direction of the Operations and Financial Managers, you will provide support for critical projects such as unit-wide incident reporting, and policy and procedure management within the UC reporting and proprietary systems.  As Project Data Analyst you will also be responsible for in-depth data and financial analysis and fund management.

As the largest employer in the county, rated as one of the most beautiful campuses, located on the coast overlooking Monterey Bay. UC Santa Cruz employs over 3,100 people in staff positions alone. UC Santa Cruz staff have access to comprehensive benefits packages. Here is a sample of those benefits:

•    Medical, Dental & Vision Care Insurance Plans
•    UC Retirement Plans
•    Group Term Life Insurance
•    Legal Insurance
•    Pet Insurance
•    14 Paid Holidays plus accrued vacation and sick leave
•    Reduced fees for alternative methods of transportation
•    Discount at UCSC recreation facilities

For information on the comprehensive benefits package offered by the university visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html.

The selected candidate may have the option to work a hybrid remote schedule. If a hybrid remote schedule is approved, the selected candidate must be able to successfully work from a home/remote office and fulfill the requirements of the UCSC telecommuting agreement.

Thank you for your interest in UC Santa Cruz.  

NOTIFICATIONS

The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California's COVID-19 vaccine program.

HOW TO APPLY

For full consideration, all applications must be submitted directly through the UC Santa Cruz jobs portal at jobs.ucsc.edu . Applicants should include a resume and cover letter, and apply by the initial review date listed below.  

The Search Firm, Another Source, is assisting UC Santa Cruz in this search. Interested parties seeking more information before applying are encouraged to reach out to Another Source by emailing [email protected] . Qualified applicants will be contacted directly by Another Source both during and after the IRD period to discuss the position and schedule interviews.

For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our Talent Acquisition website. 

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INITIAL REVIEW DATE (IRD)

Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. Materials submitted after the IRD will ONLY be forwarded at the request of the hiring unit. To ensure your application is routed for consideration, submit your materials before 11:59 p.m. on the IRD.  Talent Acquisition cannot accept application materials outside of the jobs portal, and is unable to update submitted applications on an applicant's behalf, or forward communications to the hiring units. For more information about the IRD and the applicant review process, view this link .

The IRD for this job is: 10-02-2023

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

UC Santa Cruz (UCSC) Student Health Services (SHS) is a full-service medical facility offering clinical, educational, and psychological support to UCSC students. SHS is deeply committed to ensuring affordable, well-integrated, multidisciplinary healthcare that effectively supports the university's diverse campus communities through equitable access and culturally competent, high-quality programs and services.

The Primary Care Program includes primary care and same-day care, with the support of on-site radiology, a COLA-accredited high-complexity clinical laboratory, and the campus pharmacy. Counseling and Psychological Services (CAPS) supports UCSC students to maintain or improve their general well-being by providing a broad range of counseling, psychiatric services, consultation, and outreach services and programs. Other departments include Student Health Outreach and Promotion (SHOP), home of the Condom Co-op; CARE (Campus Advocacy, Resources, and Education) the advocacy and prevention education office that supports survivors of sexual assault, stalking, and dating/domestic violence; and Student Insurance Programs.

SHS employs approximately 130 staff including physicians, psychiatrists, case managers, lab scientists, pharmacists, nurses, radiologists, and many other clinical and administrative staff. Student Health Services welcomes staff with interest and experience in working with students with a wide range of ethnic, cultural, and gender identities. 

More information can be found at: https://healthcenter.ucsc.edu

JOB SUMMARY

The Project Data Analyst provides key support on behalf of the Associate Vice Chancellor of Student Health Services (SHS).  Under the direction of the Operations and Financial Managers, this position provides support for critical projects such as unit-wide incident reporting and policy and procedure management within UC reporting and proprietary systems.  The position will also be responsible for in-depth data and financial analysis and fund management.

The Project Data Analyst is expected to apply theory and put into practice an in-depth understanding of concepts related to the analysis of data and systems pertaining to complex projects, policies, initiatives, processes, and/or functions, requiring facilitation and collaboration with representation within SHS, across the division and the campus, and expanding to UC Office of the President in relation to project management. The incumbent is also responsible for the implementation, staff training, and ongoing management of key systems required by the UC Office of the President and AAAHC accrediting body compliance.

The Project Data Analyst oversees the UC-wide Risk Services incident reporting system designed to record, manage and resolve incidents related to medical and mental health clinical care, facilities, health information management, information technology, privacy, and security, among others. They also oversee the proprietary document management system which holds all SHS policies, procedures, and related reference materials and monitors required employee compliance, and coordinate the document management system integration with the Accreditation Association for Ambulatory Health Care, Inc. (AAAHC) and compliance with AAAHC standards in preparation for periodic accreditation reviews.

APPOINTMENT INFORMATION

Budgeted Salary: $95,000 - $125,000/annually. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Career appointment 

Job End Date: None

Work Location: UC Santa Cruz Main Campus, with the possibility of working a hybrid remote schedule

Union Representation: Non-Represented

Job Code Classification: 007399 (PROJECT POLICY ANL 4)

Travel:  Never or Rarely

JOB DUTIES

25% - Policy and Procedure System Administrator

Student Health Services (SHS) utilizes, PowerDMS, a document management system that holds all SHS policies, procedures, and related reference materials, has the capacity to track employee compliance with policy review as well as other trainings, and has an integration with our accrediting body, the Accreditation Association for Ambulatory Health Care, Inc. (AAAHC) which facilitates and documents compliance with AAAHC standards in preparation for period accreditation reviews.

• Facilitates creation and editing of policies and procedures including uploading supporting attachments. Facilitates creation and implementation of various staff trainings that can be delivered and documented via PowerDMS
• Creates workflows for document review and ensures timely completion of annual reviews and approvals of policies.
• Assumes administrator responsibilities within the PowerDMS and serves as an expert user of the system. After completing PowerDMS training, actively participates in the PowerDMS community forums to support our implementation and ensure best practices are being followed.
• Maintains user accounts and ensures timely addition and removal of new and terminating staff to remain within license limits.
• Participates in various clinical and administrative meetings and workgroups where policies are presented or created and support the SHS management team.
• Trains all staff on the use of the system and trains managers who are responsible for reviewing and sign-off off policies on an annual basis. This includes periodic training for all staff as well as onboarding of new staff.
• Participates in AAAHC accreditation meetings and creates and manages the assessment feature where SHW policies and procedures are mapped to the current AAAHC standards in preparation for periodic site visits and re-accreditation.

20% - Data Management and Analysis

• Contributes to the implementation of business and administrative initiatives and special projects.
• Performs analytical studies on a wide variety of policies, programs, and issues which are complex in nature.
• Engages in the research process and implementation of special projects under the direction / in collaboration with the AVC SH&W, Administrative, and Financial Managers.
• Creates projected financial scenarios in response to changes in university, division, and unit goals and objectives and reorganizations such as long-term facility, information technology, clinical and staffing needs.
• Compiles statistics. Prepares trend analyses and creates predictive modeling in support of the needs of leadership including the analyses of administrative, financial, and organizational data.
• Builds reports to provide timely and accurate data to support organizational activities.
• Disseminates data to staff through the use of Tableau graphs, tables, PowerPoint presentations, and other visuals.

20% - Incident Reporting / Risk Management

The RLDatix incident reporting system is a UC-wide system used by Risk Services to record, manage and resolve incidents that represent a risk to the organization. For Student Health and Wellness, this includes incidents related to medical and mental health clinical care, facilities, health information management, information technology, privacy, and security, among others.

• Manages all aspects of the RLDatix system including tracking incoming incident and patient feedback reports, reviewing all incidents in a timely manner, and tasks to appropriate managers or supervisors for review, investigation, documentation, and resolution, ensuring tasks are finalized in a timely manner.
• Functions as a report writer within the system with sufficient proficiency to create and produce reports of incidents as needed for management including reports by type of incident, outcomes, severity, open tasks, and closed incidents. Responsible for preparing reports for Quality Management and Governing Body committees.
• Develops and/or maintains policies related to incident reporting and risk management.
• Maintains user accounts within the system including the creation of new accounts and termination of accounts via notification to UC system administrator.
• Trains all staff on the use of the system and related policies, and supports users as they submit, investigate, document, and resolve incidents. This includes periodic training for all staff as well as onboarding of new staff.

20% - Fund Management and Analysis

• Ensures fund use is in accordance with University policy. Monitors activity and audits work to ensure compliance with campus and system-wide controls, guidelines, policies, and deadlines. Determines, designs, and maintains tracking, reporting, and auditing systems, as needed.
• Develops and prepares fiscal analyses and documentation for budget submittals and requests; Collects, compiles, and analyzes salary and incumbent data to produce cost estimates for short and long-term staffing budget projections.
• Manages various fund sources and expenditures and prepares transfers of expense in campus systems; reconciles funding suspense reports and payroll distribution reports.

15% - Data Systems Administration

• Serves as an expert user with data systems.
• Utilizes and develops expertise in specialized systems, including but not limited to Tableau, PNC, ProPharm, Qualtrics, Survey Monkey, and Artemis Analytics.
• Utilizes and develops expertise in campus systems, including but not limited to UCPATH, Financial Manager’s Workbench (FMW), and Infoview to provide reports and analyses related to historic, current, and future resource allocation and utilization.
• Develops tools and reports for future utilization; trains staff to fully utilize systems as needed.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Strong skills in analyzing, researching and synthesizing large amounts of data for preparing sound and relevant reports.
• Thorough knowledge of data management and documentation methods.
• Demonstrated knowledge of data analysis, research and reporting.
• Proven ability to apply external regulatory guidelines and internal accounting and administrative policies knowledge and skills to assess and monitor compliance and effectiveness of processes.
• Strong communication and interpersonal skills to communicate effectively with all levels of staff.
• Ability to use discretion and maintain confidentiality.
• Demonstrated proficiency in using and managing administrative systems, applications and databases.
• Ability to multi-task with demanding timeframes.
• Strong policy analysis techniques.

PREFERRED QUALIFICATIONS

• Experience and knowledge working in a complex clinical environment.
• Experience with Tableau or other data management systems.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Will be required to comply with current Student Health Center employee health safety requirements for health care workers as defined by state and federal regulatory agencies.
• The selected candidate may have the option to work a hybrid remote schedule. If a hybrid remote schedule is approved, the selected candidate must be able to successfully work from a home/remote office and fulfill the requirements of the UCSC telecommuting agreement.
• Ability to work long periods of time at a computer with or without accommodation.
• Selected candidate will be required to take a TB test within 60 days of hire.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here .

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

EEO/AA

The University of California is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.