FSCS Lab Management Analyst - Management Analyst 4

State of Washington • Thurston County – Tumwater, WA

4d • Onsite

About The Position

The Management Analyst supports the mission of the agency by applying extensive knowledge of policies and laboratory procedures to provide professional and technical recommendations to management and to manage administrative functions. It serves as a consultant to executive and program management in the development and implementation of policies and procedures that affect the agency’s function in food safety field, implements long-range strategic plans, formulates goals and objectives, resolves customer complaints, and meets customer requirements. The position supports all laboratory functions and the laboratory quality system. This position leads complex and/or highly technical projects including analysis, evaluation, and reporting, as well as the administration and preparation of current and new project proposals. The position assists in the implementation of complex business processes involving project management, funds management, purchasing, contract administration, business analysis, or program and budget planning. This position interacts with other program managers, WSDA staff, the Assistant Director, other executive directors, and federal partners, as well as with the building owners and tenants, to maintain proper laboratory functionality. The Management Analyst regularly performs assignments that require confidentiality and discretion, leads projects with complex contract administration and processes, and is responsible for maintaining data and reporting information for constant review and management. This position directs and reviews the budget and/or expenditures for multiple grants and projects within the FS&CS Laboratory Program, reviews the fiscal work completed by other staff members, and works directly with the WSDA fiscal office. Monitors, analyzes, and tracks budget expenditures to ensure budget spending is on track. Evaluates and provides budget reports and graphs to the Program Manager, Assistant Director, and FDA contract specialists. This position serves as one of the administrators for the LIMS (Laboratory Information Management System) database and communicates directly with the software developer to resolve issues with the software. The position leads the ongoing LIMS project group to evaluate, propose and make recommendations to enhance the LIMS system. The position is also responsible for researching, evaluating, and recommending new or alternative programs that could potentially benefit the laboratory program’s data management. This position researches, analyzes and evaluates RCWs/WACs/policies and procedures to determine if new additions and/or changes are required in laws, rules, policies, and practices that impact the division. Furthermore, this position provides high level administrative support to the FS&CS Laboratory Program and its’ customers while conducting research and analyzing data to identify program needs. This position is responsible for SharePoint or similar sites which include the following elements: salary, benefits, travel, program webpage information, supplies, checkbooks/uploading contracts and/or grants or other documents pertaining to the grant/cooperative award. This position's primary duties consist of office or non-manual work directly related to the management or general business operations of the agency, directly related to assisting with the running or servicing of the business, and the position requires the exercise of discretion and independent judgment with respect to matters of significance. Additionally, this position performs work requiring advanced knowledge and/or experience in the fields of biological sciences or related STEM disciplines, public health and safety, public administration, or regulatory compliance. The Management Analyst represents the principal assistant to one of the lead microbiologists within the program, helping coordinate laboratory technical operations as needed.

Requirements

• Bachelor's degree involving major study in the fields of biological sciences or related STEM disciplines, public health and safety, public administration, regulatory compliance, or similar field AND Four (4) years of experience conducting research and analyzing policies, laws, rules, technical procedure, or regulations OR Equivalent combination of education and experience.

Nice To Haves

• Experience with state/federal cooperative agreement budgetary processes, auditing, and reporting.
• Experience working in a regulatory laboratory or similar technical program.
• Experience in providing senior level technical analyses to management, staff and customers regarding complex issues that impact programs and policies.
• Experience in laboratory information management systems or similar databases.
• Experience in ISO accreditation or a similar quality assurance system.
• Demonstrated ability to support individuals and teams; Establish relationships on trust and mutual respect, collaborative and cooperative team problem solving; Solicit input from others, trust and support the decisions of others; Promote cooperative communication and facilitate relationship building among diverse groups; Assess needs and evaluate alternatives, following through with commitments, exhibiting logical and organized thinking to assess needs and evaluating alternatives, following through with commitments, exhibiting logical and organized thinking; Adapt and be flexible, responsive to change and ability to think creatively.
• Experience in monitoring state general fund, local fund, and federal grant.
• Experience in managing and supporting facilities and advanced laboratory instrumentation.
• Possess excellent writing, speaking and facilitation skills.

Responsibilities

• Provide senior level professional advice on complex issues to management or senior management; analyze, develop, manage, and maintain deliverables and ensure continuous improvement and sustainability of the program’s mission.
• Analyze technical and business needs to facilitate improvement and/or changes in technical and business services.
• Coordinate and collaborate with senior staff to ensure the deliverables are developed, implemented, and maintained, including, but not limited to, comprehensive improvement, project and sustainability plans, detailed budgeting, and reporting, facilitating meetings.
• Conduct all work necessary which spans program internal and external training, outreach, resource tools, information sharing, inventory improvement, work-planning and partnership.
• Work collaboratively with stakeholders/customers within and outside WSDA to assess, maintain, plan, create, assign, track, and report the development, implementation and maintenance of deliverables outlined in the laboratory’s program plan.
• Resolve customer complaints.
• Instruct staff with oversight to ensure compliance with applicable federal, state, and departmental laws, requirements, regulations, policies, and procedures that govern the delivery of unit services.
• Research and draft proposals to program manager for changes needed/required for processes to maintain consistent implementation and reduce errors.
• Research and draft the program's communication materials including PowerPoint presentations for stakeholders, legislature and contractors.
• Participate in strategic and long-range planning with the utilization of available resources.
• Monitor actions plan and update the management for implementation.
• Provide support and coordination to find solutions for the team utilizing lean principles.
• Assist in developing procedures, interprets, and help apply administrative policies to the work of the unit when needed.
• At the request of the program manager and/or Assistant Director, coordinate or lead ad hoc projects with FS&CS and agency staff.
• Coordinate public records disclosure requests and oversee program website contents.
• Provide senior level technical advice and support to the management.
• Monitor program complex funding model.
• Provide senior level administrative support to the management with program operation, system functionality, and research and compose correspondence for the supervisor(s); exercises signature authority as authorized; monitor program/federal projects expenditures.
• Keep the program manager apprised of problems.
• Coordinate and participate in the laboratory’s FDA Flexible Funding Model Cooperative Agreement activities as needed.
• Represent and/or communicate on program manager’s behalf at meetings and conferences as needed.
• Under delegated authority, help monitor program budgets and advice the management in expenditures, revenues and balances on General Fund-State, local, federal cooperative agreements and contracts.
• Participate with the management in preparing allotments and adjust spending throughout fiscal periods to maintain a balanced budget.
• Generate regular and special request fiscal reports for the program manager and/or federal program staff.
• Continually access the OFM site to generate enterprise fiscal reports to verify expenditures and ensure they are accurately identified, and work with the fiscal department to make corrections; review and enter enterprise data into the FS&CS Laboratory budget worksheets; alert program manager for potential concerns.
• Participate in quarterly review meeting of existing, general fund state, local fund, federal grants or contracts.
• When contracts end, prepare yearly closing documents and reports as required.
• Assist in monthly or annual reports that target lean initiatives in Washington, and/or other program progress.
• Serve as a principal assistant to one of the lead microbiologists within the program.
• Perform or assist in routine surveillance to analyze dairy product quality for regulatory purpose.
• Evaluate and assist in laboratory technical methodologies, SOPs, work instructions and protocols.
• Serve as one of the laboratory safety coordinators and/or facilities coordinators to provide a functional and safe working environment, train staff in safety procedures, participate in safety meetings, coordinate the repair or improvement of the lab’s business with the manager and Assistant Director.
• Exercise signature/spending authority for program-wide purchasing etc.
• Coordinate purchasing and renewal of equipment and service contracts with the management, vendors and technical staff and process equipment repairs.
• Serve as one of the timekeepers within the division and provide PISCES (a divisional computerized employee time & attendance system) support.
• Perform general administrative functions for the program, for example, handling calls, mails/packages, organizing meetings and preparing meeting minutes, etc.
• Arrange travel and prepare travel paperwork for all program staff members (flight, registration, rental cars, etc.) when needed.
• Submit employee appointment letters, payroll advisement, and benefits forms as necessary.
• Maintain program files, develop archives schedules, and oversee program archiving.
• Compose correspondence for the supervisor and exercise signature authority on administrative correspondence.
• Serve as one of the administrators for the LIMS (Laboratory Information Management System).
• Work with the database developer to resolve issues with the software.
• Work with laboratory personnel to propose enhancements to the database system.
• Monitor the system to ensure all areas are working correctly.
• Manage users, user profiles and coordinate with other WSDA regulatory programs regarding their utilization of the system.
• Continually research, evaluate, and identify data management advances and programs for future implementation.
• Identify, pull, and compile data that is utilized in the unit, reports to the Agency Assistant Director, executive management, WSDA staff and federal partners.
• Coordinate with the agency's IT support.

Benefits

• A healthy work/life balance, which may include flexible work schedules, and teleworking.
• Dependent Care Assistance
• Flexible Spending Accounts
• Public Service Loan Forgiveness
• Tuition Waiver
• Deferred Compensation
• Employee Recognition Leave
• 12 paid Holidays & Vacation and Leave Accruals.
• All Personal Protective Equipment (PPE) required will be provided by the agency.
• Commute Trip Reduction Program.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level