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Project Specialist

1 month ago

Houston, United States Houston Methodist Full time

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.

Collects, compiles, and provides statistical and other data for use in curriculum development and program improvement strategies at the institutional level. Also provides administration and liaison services and assists DIO, GMEC Chair, and GMEC Subcommittee Chairs with meeting preparation. Assists GME Manager to ensure the institution and programs are in compliance with GME policy, ACGME policy, TMB policies, and American Board requirements to maintaining proper program accreditation. This position is responsible for specific, moderately complex, project-oriented assignments which include leading, coordinating and completing projects related to accreditation activities.

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

LICENSES AND CERTIFICATIONS - REQUIRED

  • N/A

KNOWLEDGE, SKILLS, AND ABILITIES

  • Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going skills, competency assessments, and performance evaluations

  • Sufficient proficiency in speaking, reading, and writing the English language necessary to perform the essential functions of this job, especially with regard to activities impacting patient or employee safety or security

  • Ability to effectively communicate with patients, physicians, family members and co-workers in a manner consistent with a customer service focus and application of positive language principles

  • Strong analytical and interpersonal skills

  • Advanced spreadsheet skills (i.e. creating pivot tables, performing v-lookups, and managing large data sets). Intermediate word-processing and presentation software skills

  • Strong project and time management skills

  • Initiative - Exhibits resourcefulness, independent action and judgment that are position appropriate. Evaluates, selects and acts on various methods and strategies for solving problems and meeting objectives

  • Professional handling of exposure to confidential/sensitive information

  • Demonstrates flexibility and adaptability in the face of changing demands

SUPPLEMENTAL REQUIREMENTS

WORK ATTIRE

  • Uniform No

  • Scrubs No

  • Business professional Yes

  • Other (department approved) No

ON-CALL*

*Note that employees may be required to be on-call during emergencies (ie. DIsaster, Severe Weather Events, etc) regardless of selection below.

  • On Call* No

TRAVEL

Travel specifications may vary by department

  • May require travel within the Houston Metropolitan area Yes

  • May require travel outside Houston Metropolitan area No

Company Profile:

Houston Methodist Academic Institute oversees the Education Institute and Research Institute, including 772 faculty and 56,250 learners. The Academic Institute aligns our research and education initiatives in service to the clinical mission, providing solutions that answer the call for new technologies and skills our clinicians need for patient care.

Houston Methodist Education Institute coordinates our primary academic affiliation with Weill Cornell Medicine and other joint programs, including the Engineering Medicine Program at Texas A&M University Intercollegiate School of Engineering Medicine. The Education Institute also oversees continuing medical education and graduate medical education, and supports more than 1,000 trainees in residence for medical, nursing, allied health and research education programs.

Houston Methodist Research Institute supports research programs and infrastructure that enable faculty across the system to bring new scientific discoveries to patients as rapidly as possible through the full cycle of a cure from conceptual bench research, to prototyping and development, to clinical trials and FDA approval. The Research Institute supports more than 1,387 clinical research protocols and $70.3 million in extramurally funded translational research programs.

Houston Methodist is an equal opportunity employer inclusive of women, minorities, disabled persons and veterans.

Equal Employment Opportunity

Houston Methodist is an Equal Opportunity Employer.

Equal employment opportunity is a sound and just concept to which Houston Methodist is firmly bound. Houston Methodist will not engage in discrimination against or harassment of any person employed or seeking employment with Houston Methodist on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, status as a protected veteran or other characteristics protected by law. VEVRAA Federal Contractor – priority referral Protected Veterans requested.

Houston Methodist is an Equal Opportunity Employer.

Equal employment opportunity is a sound and just concept to which Houston Methodist is firmly bound. Houston Methodist will not engage in discrimination against or harassment of any person employed or seeking employment with Houston Methodist on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, status as a protected veteran or other characteristics protected by law. VEVRAA Federal Contractor – priority referral Protected Veterans requested.