Job Description

ORGANIZATIONAL SUMMARY:

The mission of USF Health Administration is to drive a culture of operational excellence through collaborations and implementation of quality services and systems in support of the USF Health community. The department serves all USF Health mission areas (education, research and clinical) with a focus on strategic initiatives, project management, and administrative and operational support.

POSITION SUMMARY:

The USF Health Project Management Office (PMO) provides thoughtful and results-driven project management and consulting services to support USF Health's continued development. The Project Manager (PM) will provide consultation and project management services across all levels of the organization, lead multiple projects simultaneously, and use specialized strategies, project management methodologies and tools to achieve optimal results for stakeholders. Communication in this role is key and the PM will be expected to use a variety of communication methods and reporting mechanisms to support projects and keep stakeholders and project teams informed. This position reports to the Deputy Administrative Officer in the department of USF Health Administration.


RESPONSIBILITIES:

Project Management
• Lead project discovery & planning by analyzing stakeholder needs; determining & evaluating potential solutions; defining project scope, specifications, & requirements; identifying resources & budget; & defining operations/tools/trainings to meet the requirements.
• Assemble & lead project teams (e.g., subject matter experts, administrators, researchers, clinical providers, IT consultants, other project managers) to ensure satisfactory delivery of projects.
• Develop comprehensive project plans, timelines, & milestones. Apply risk management frameworks to identify & minimize project risks. Secure leadership & stakeholder agreement on project plans & timelines, & communicate any potential risks, obstacles, or resource needs prior to project start.
• Manage implementation of projects, including resources, budgets, risks, issues, & changes. Adjust resources as necessary to keep the project on track and meet quality standards.
• Measure project performance by tracking progress toward milestones & other performance indicators using appropriate tools & techniques.
• Provide project evaluation, final reporting, & ensure proper project closure.
• Capture and document best practices & lessons learned to inform future projects & improve organizational knowledge

Stakeholder Management & Communication
• Develop and maintain relationships across USF Health to support optimal project delivery.
• Manage stakeholder expectations through regular communication and progress updates, and by facilitating project meetings.
• Produce written charters, status reports, and messaging.
• Collaborate with others to manage issues and risks as well as to ensure quality and satisfaction.
• Provide weekly project updates to PMO team.

Work Product Development
• Collaborate with stakeholders to identify and define the specifications, requirements, and outcomes for work products that support project goals.
• Create and refine key work products, including documents, tools, reports, and deliverables, to meet project specifications and quality standards.
• Work closely with subject matter experts to ensure technical, operational, and functional knowledge is accurately reflected in work products.
• Manage the review and approval process for work products by soliciting and incorporating feedback from stakeholders, ensuring they meet expectations and are fit for
purpose.
• Track and manage revisions to work products, maintaining version control to ensure all team members and stakeholders are using the most up-to-date materials.

Process Mapping
• Lead meetings with stakeholders to gather input and collaboratively map out current processes.
• Develop visual process flow diagrams using appropriate tools to represent current state processes.
• Ensure process maps are accurate and aligned with stakeholder expectations by conducting review sessions and incorporating
feedback.
• Ensure all process maps adhere to PMO standards and best practices, ensuring consistency and clarity across documentation.

Other duties as assigned by USF Health Administration leadership.

POSITION QUALIFICATIONS:

MINIMUM:

This position requires a Bachelor's degree in a related field and 4 years of project management experience; or a Master's degree in a related field and 2 years of project management experience.
PMP Certification (or equivalent)

PREFERRED:

MBA (or related Master's degree) and/or PMP certification and 3 years of project management experience.
Experience in strategic planning and/or change management.
Previous experience working in higher education, operations and/or IT.