Project Manager-Division Support

POSITION DESCRIPTION:

The Project Manager I-Division Support provides operational and project management support for the Division through report preparation, analysis, coordination of meetings and support of assigned projects.  This position will work with large volumes of information and provide in-depth analysis in support of the Division and IHA goals.

ESSENTIAL JOB FUNCTIONS: The following job functions may not be the responsibility of all Project Managers I-Division Support. Some Project Managers I-Division Support will be assigned targeted work per division.

Project Management:

1. Provides operational and project management support for Division through report preparation, analysis, coordination of meetings and support of assigned projects.
2. Identifies new project and existing project needs.
3. Develops implementation strategies and training plans for projects.
4. Prepares and presents new projects that are clear and well-structured.
5. Participates in the planning and activation of new projects including tracking, team identification, change management and report monitoring.
6. Gathers and researches needed background or other relevant information to support assigned projects; compiles in a usable format for review and analysis.
7. Coordinates and oversees projects as assigned, including grid development and maintenance, holding others accountable for assigned tasks, deadlines, etc.
8. Analyzes, prepares and presents graphical representations relating to project status and interprets findings.
9. Plans, conducts and manages multiple projects and assignments.
10. Reviews business processes as appropriate to guide project management and development.
11. Defines and develops standards for project management tools.
12. Confirms work in process and final product through informal and formal reviews and approvals.
13. Provides guidance for analytic and data analysis to support project. 
14. Updates project plans on regular basis.
15. Manages communications. (Manages relationships and expectations throughout the project).
16. Proactively identifies and raises issues; makes recommendations.

Data/Metrics:

1.  Assists the Division Director, Associate Division Director and Practice Managers with ongoing development and tracking of practice metrics; may assist with the completion, analysis and reporting on financial, satisfaction and other key metrics.

Other:

1. Attends meetings, takes meeting notes, provides support with agenda development and packet preparation; effectively manages meetings, agendas, outcomes, follow-ups and minutes process.
2. All other duties as assigned.

ORGANIZATIONAL EXPECTATIONS:

1. Creates a positive, professional, service-oriented work environment for staff, patients and family members by supporting the mission and values of both IHA and Trinity Health.
2. Must be able to work effectively as a member of the Operations team.
3. Successfully completes IHA’s “The Customer” training and adheres to IHA’s standard of promptly providing a high level of service and respect to internal or external customers.
4. Maintains knowledge of and complies with IHA standards, policies and procedures.
5. Maintains complete knowledge of office services and in the use of all relevant office equipment, computer and manual systems.
6. Maintains strict patient and employee confidentiality in compliance with IHA and HIPAA guidelines.
7. Serves as a role model by demonstrating exceptional ability and willingness to take on new and additional responsibilities.  Embraces new ideas and respects cultural differences.
8. Uses resources efficiently.
9. If applicable, responsible for ongoing professional development – maintains appropriate licensure and continuing education credentials, participates in available learning opportunities.

MEASURED BY:

Performance that meets or exceeds IHA CARES Values expectation as outlined in IHA Performance Review document, relative to position.

ESSENTIAL QUALIFICATIONS:

EDUCATION:  Bachelor’s Degree in Healthcare Administration or related field required, with a Master’s Degree preferred.

CREDENTIALS/LICENSURE:  N/A

MINIMUM EXPERIENCE:  Previous experience working to provide high level support in an administrative or executive level healthcare environment. Previous experience working with Project Management applications and presenting complex analyses. Technical writing experience required. Experience working in a matrix-managed organization. Experience leading clinical and clerical teams is preferred.

POSITION REQUIREMENTS (ABILITIES & SKILLS):

1. Demonstrated ability to work independently and coordinate, direct and supervise the work of others.
2. High-level of proficiency in operating a standard desktop and Windows-based computer system, including but not limited to, electronic medical records/templates, EPIC, Microsoft Office (Excel, Access, Outlook, Word, PowerPoint), email, e-learning, intranet and computer navigation. Ability to use other software as required while performing the essential functions of the job. Ability to work with new applications, including vendor software, understanding of terminology and processes utilized to enhance and maintain reporting.
3. Ability to perform mathematical calculations needed during the course of performing basic job duties.
4. Knowledge of the compliance aspects of clinical care, patient privacy and best practices in medical office operations.
5. Willing to gain an overall understanding of IHA structure and work flow processes throughout the organization and ability to provide analytic support for the company structure.
6. Knowledge of industry-appropriate terms generally used in project management.
7. Proficient at data analysis.
8. Ability to manage projects with a moderate degree of ambiguity with general direction.
9. Ability to manage multiple projects simultaneously.
10. Ability to identify key contacts for project success.
11. Aptitude to extract data and combine into meaningful end user reports; ability to analyze and interpret data and develop presentations, reports.
12. Excellent communication skills in both written and verbal forms, including proper phone etiquette.  Ability to write understandable and unambiguous projects.
13. Ability to speak before groups of people, either in-person or virtually.
14. Ability to reconcile differing points of view and influence others to reach consensus on difficult project issues.
15. Ability to facilitate a group discussion and effectively manage meetings.
16. Good organizational and time management skills to effectively juggle multiple priorities, time constraints and ever-changing medical and operations situations.
17. Demonstrated ability to exercise sound judgement, trouble-shooting and problem-solving skills, i.e., identifying complex problems, reviewing options and making appropriate recommendations based on the business case presented.
18. Ability to work independently and collaboratively in a team-oriented environment as a member of the Operations team. Possesses courteous and friendly demeanor.
19. Ability to work effectively with various levels of organizational members and diverse populations including IHA staff and management, senior management group, site medical directors, division heads, providers, patients, family members, outside customers, vendors, hospitals and community groups.
20. Ability to cross-train in other areas of practice/department in order to achieve smooth flow of all operations.
21. Ability to handle patient and organizational information in a confidential manner.
22. Ability to drive to other office/practice sites and meeting and training locations.
23. Successful completion of IHA competency-based program within introductory and training period. 

MINIMUM PHYSICAL EXPECTATIONS:

1. Physical activity that often requires keyboarding, phone work and charting.
2. Physical activity that often requires time working on a computer.
3. Physical activity that occasionally requires lifting up to 20 lbs.
4. Physical activity that often requires walking, bending, stooping, reaching, climbing, kneeling and/or twisting.       
5. Specific vision abilities required include close vision, depth perception, color vision, peripheral vision and the ability to adjust and focus. 
6. Manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator and other office equipment.
7. Must hear and speak well enough to conduct business over the telephone or face to face for long periods of time in English.

MINIMUM ENVIRONMENTAL EXPECTATIONS:

This job operates in a typical office environment which involves frequent interruptions and significant interaction with people which can be stressful at times. Job may also operate in a medical facility and requires regular walking to various locations around the hospital/clinic. Employees will be working where there is patient care equipment. Hazardous materials, including bloodborne pathogens and bodily fluids are also present. Exposure to sharps, x-rays, patients' conditions and some unpleasant sights, smells and contagious diseases are possible.  This position requires significant interaction with people (many of whom are scared, hurt and/or ill) which can be stressful and result in competing priorities.