This position is located on campus at the Walnut Creek Medical Center, Administration Suite. In our department and in the Walnut Creek Medical Center, we foster a culture of health and engagement. Reporting directly to our Senior. Administrative Manager, you will provide high-profile analytical support to the TMPG Site Leadership Team, including the Site Senior Administrative Manager, Associate Chief Administrative Officer, Chief of Staff, and Site Director.
This position also serves to cross-function with business partners in Senior Hospital Leadership, Chief of Staff and Chief of Operations as well as with 24-hour departments such as Emergency Services, Imaging Services, and Interventional Radiology-Cath Lab. Additionally the position works closely with Facilities, Emergency Management, and Waste Management in site wide initiatives to ensure Medical Office Building safety with a focus on improving our staff, physicians and patient’s experiences.
Job Summary:
Manages projects of small-to-medium size, or components of a larger project, from initiation to close-out. Leads the work of project team members by requesting and coordinating internal and/or external resources. Monitors and identifies project risks, issues, and trigger events. Ensures the alignment, buy-in, and coordination of project stakeholders. Assists with reviews of vendor performance levels, ensures service level agreements are met, and supports the contract negotiations with vendors.
Essential Responsibilities:
Pursues effective relationships with others by proactively providing resources, information, advice, and expertise with coworkers and members. Listens to, seeks, and addresses performance feedback; provides mentoring to team members. Pursues self-development; creates plans and takes action to capitalize on strengths and develop weaknesses; influences others through technical explanations and examples. Adapts to and learns from change, challenges, and feedback; demonstrates flexibility in approaches to work; helps others adapt to new tasks and processes. Supports and responds to the needs of others to support a business outcome.
Completes work assignments autonomously by applying up-to-date expertise in subject area to generate creative solutions; ensures all procedures and policies are followed; leverages an understanding of data and resources to support projects or initiatives. Collaborates cross-functionally to solve business problems; escalates issues or risks as appropriate; communicates progress and information. Supports, identifies, and monitors priorities, deadlines, and expectations. Identifies, speaks up, and implements ways to address improvement opportunities for team.
Manages projects of small-to-medium size, or components of a larger project from initiation to close-out. Develops, analyzes, and executes project plans which include scope identification and management, schedule, inter-dependencies, and resource forecast. Manages project financials for medium size projects. Monitors project performance (e.g., on time, on budget, within scope, and with quality) against plan and provides input and justification for costs and budget impact. Manages project activities related to organizational change management (e.g., development and execution of user adoption, implementation, and training plans) as defined by the project. Allocates resources, establishes schedules, and makes task assignments.
Leads the work of project team members. Requests and coordinates internal and/ or external resources based on the alignment of team member skills and project demands. Promotes project vision and objectives with project team. Provides guidance and feedback to team members.
Monitors and identifies project risks, issues, and trigger events by executing mitigation plans and strategies; and resolving or escalating risks or issues as appropriate.
Monitors adherence of project activities to policies and procedures by ensuring project plans and team members follow KP, departmental, and/or business line policies and procedures.
Ensures the alignment, buy-in, and coordination of diverse project stakeholders by building rapport with stakeholder teams, third party vendors, and management; and clarifying accountability and authority across stakeholders. Identifies and works closely with key stakeholders. Ensures all appropriate stakeholders are represented and included. Provides insight to key stakeholders and project sponsors by developing project goals, setting the prioritization of deliverables, discussing involvement of business processes (e.g. project change management, communication) and facilitating decisions necessary for project delivery. Communicates tough issues to stakeholders while maintaining an independent opinion, providing recommendations, delivering presentations, and providing reports to stakeholders.
Assists with reviews of vendor performance levels and ensures service level agreements are met. Supports the contract negotiation process with vendors and reviews project invoices submitted by vendors for accuracy.
Minimum Qualifications:
Bachelors degree from an accredited college or university and minimum three (3) years experience in project management or a directly related field OR Minimum six (6) years experience in project management or a directly related field.
Additional Requirements:
Knowledge, Skills, and Abilities (KSAs): Applied Data Analysis; Financial Acumen; Conflict Resolution; Project Management Tools; Risk Assessment; Quality Assurance Process; Service Focus; Product Development Life Cycle Preferred Qualifications:One (1) years experience implementing large or complex projects.Three (3) years experience in business analysis.One (1) years medical center operations project management experience.One (1) years experience developing and delivering presentations to management.