Project Specialist - Legal Assistant experience ARE GIVEN PRIORITY!

JOB SUMMARY
At Houston Methodist, the Project Specialist position provides analytical and specialized technical support to department management as well as basic financial tracking of department expenditures, processing of invoices as appropriate. This position is responsible for specific moderately complex, project-oriented assignments which include leading, coordinating and completing projects related to operational activities. The Project Specialist position must be resourceful in seeking solutions, be pro-active and have the ability to handle multiple projects at one time with extreme attention to detail. This position works under the guidance and direction of management and is accountable for high-level clerical support functions, project work and compliance activities including analysis, implementation, coordination, and reporting of project activities initiated by or assigned to department. Additionally, this position serves as a resource in facilitating the implementation and/or rollout of initiatives and tracks to ensure implementation is meeting scheduled milestones.

PRIORITY GIVEN to those applicants with prior professional experience as a legal assistant or related discipline to include experience with project management.

IDEAL APPLICANTS will have prior experience in a corporate legal or governance environment.

PEOPLE ESSENTIAL FUNCTIONS

• Facilitates open, professional (verbal, nonverbal, written) communication to achieve mutual understanding. Communication to promote both work efforts and problem resolution is clear and professional, providing the highest quality service during every customer and patient encounter.

• Participates in, and may direct, problem definition and resolution activities. Maintains customer confidence and protects operations by keeping information confidential.

• Effectively communicates with key contacts to obtain information that relates to strategic initiatives as highlighted by management. Presents information to management to support decision-making.

• Collaborates to foster healthy relationships in the work environment such as mitigation of conflict. Contributes to improvement of department scores for employee engagement on department scorecard.

SERVICE ESSENTIAL FUNCTIONS

• Conserves management's time by reading, researching, collecting and analyzing information. Composes complex confidential correspondence for administrative purposes. Prepares materials for formal or informational presentations.

• Coordinates meetings relevant to project scope. Prepares meeting minutes and meeting materials as requested. Performs administrative and operational activities of a complex nature as appropriate. Maintains confidential documents, prepares agendas for matters of consideration at meetings, establishes priorities and deadlines for completion of projects, and works with co-workers in overflow of work and responsibilities.

• Serves as support to interprofessional workgroups throughout all HM entities. Assists during internal audits and other audits as appropriate. Works in collaboration with other entity operations staff to ensure synergy in duties and reporting.

QUALITY/SAFETY ESSENTIAL FUNCTIONS

• Responsible for the management and completion of projects within the department, tracking and documenting data management, project progress and maintaining accurate project record files. Updates actual progress and forecasts remaining work schedule.

• Performs data management and analysis with little supervision. Conducts data analysis and creates reports and spreadsheets using various software, based on project needs or deliverables, in order to track project benchmarks and make recommendations for change. Utilizes technology resources for assigned projects.

• Ensures quality and timely execution of project deliverables. Coordinates multiple deadlines related to project scope, requiring resources including but not limited to reports and presentations. Thoroughly tracks all metrics related to activities and maintains associated paperwork, files and calendar documentation.

FINANCE ESSENTIAL FUNCTIONS

• Uses resources efficiently; does not waste supplies. Self-motivated to independently manage time effectively and prioritize daily tasks. Utilizes time efficiently and helps other team members.

• Assists in the preparation, tracking, and projection of annual operating budget and other department activities. Provides support in development and monitoring of system operations and project budget, as appropriate.

• Provides monthly reports and works with applicable departments (e.g. MARS, Finance, etc.) to verify department transactional accuracy, as assigned.

GROWTH/INNOVATION ESSENTIAL FUNCTIONS

• Identifies and assumes responsibility of own learning needs, consults with team experts and seeks continuing education opportunities to meet those needs. Completes and updates the individual development plan (IDP) on an on-going basis. Ensures own career discussions occur with appropriate management.

• Offers innovative solutions through participation in performance improvement projects and activities. Follows up on action items to ensure completion of assignments.

This job description is not intended to be all-inclusive; the employee will also perform other reasonably related business/job duties as assigned. Houston Methodist reserves the right to revise job duties and responsibilities as the need arises.

EDUCATION

• Bachelor's degree

WORK EXPERIENCE

• Two years experience in related discipline to include one year of project management experience