Job Summary:
The Project Administrator utilizes program management to provide oversight and deliver projects that optimize Virtua investments, as well as manage the Digital Portfolio, processes, and work groups to support the Virtua’s Digital Strategic Imperatives. Responsible for the coordination of work efforts, team members, and third-party contractors or consultants in order to deliver projects according to plan. Assesses all resource needs, creating and managing the budgets for assigned projects. Leads all phases of the project life cycle including spearheading vendor contract reviews, managing and documenting project phase tollgate reviews through project execution and closure.
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Position Responsibilities: Project/Program ManagementAnalyze and aligns related projects in a program to ensure they are appropriately scoped and sequenced based on dependencies to derive maximum business benefit
Monitors and coordinates dependencies across projects in the program to create efficiencies and resolve conflicts
Ensures projects in a program have key performance indicator (KPI) metrics defined for project success
Facilitates the development of project/program charters and integrated timelines to provide risk assessments and issue escalations
Leads projects as assigned using sound project management methodology through all phases of the project life cycle
Plans and implements all aspects of project processes including project integration, scope, time, cost, quality, human resource, communication, risk, procurement, and stakeholder management including but not limited to:
Engaging project stakeholders to identify and plan project scope
Planning and managing the project schedule
Developing and controlling the project budget
Developing and executing a communications plan
Identifying risks and planning mitigation/exploitation strategies
Managing project issues and escalating as appropriate
Organizing and managing a diverse matrixed-reporting project team
Along with designated operational project sponsors, leads project governance groups to ensure projects remain on budget, schedule, and scope
Manages and implements projects according to scope, plan, and budget using appropriate resources (staff, system training, consulting, and equipment) and templates
Leads vendor selection process including identification of critical success factors, develops requests for information (RFI) and manages vendor demos in conjunction with the Virtua Support Services department
Coordinates vendor contract reviews according to Virtua policy and process
Leverages Virtua’s tools and procedures for sound project management
Works with various Virtua clinical and support departments to effectuate projects, including but not limited to VMG, IT, Legal, Marketing, HR, and Finance
Business Relationship Management
Develops and fosters relationships with councils, stakeholders, and functional areas to gain a deep understanding or project needs, and to serve as their advocate and liaison within the DTO
Leads regular interactions with key business stakeholders and operational leadership to inform, alert, negotiate, and maintain strong relationships and shared vision for the project/program outcomes
Understands and translates customer business requirements and goals to applicable groups to best align project delivery
Serves as the customer point of contact for assigned projects
Tracking and Reporting
Authors and distributes project specific status reporting on Key Performance Indicator (KPI) metrics, schedule, budget, scope, risk, and issue variances
Coordinates communication and matrixed-support of projects/programs
Monitors and maintains project/program statuses to ensure accuracy and transparency for Dashboards and Analytics to reflect program, demand, and capacity
Maintains project documentation within existing project management tools, such as MS Project and MS SharePoint
Program Development
Works with DTO and functional areas to balance the availability of required skills across multiple projects within a program
Develops and maintains Program roadmap, including demand and resource management
Solicits voice of the customer from internal Virtua team members
Keeps current in project management methodology trends
Participates in the development and continuous improvement of departmental processes, procedures, and tools
Provides after hours support as needed
Performs other duties as assigned
Position Qualifications Required : Required Experience:
Minimum 4-6 years of project management experience, healthcare background preferred
Knowledgeable regarding the business of health care (clinical, operational, and financial), the flows of information, and emerging technologies
Experience with MS Project, SharePoint, and MS Office
Must have proven leadership skills and an Agile, positive, flexible approach
Must be able to work with diverse groups of clinicians and administrative personnel
Must be able to function autonomously and as part of a team
Must be able to deal with ambiguity and multiple priorities in a busy, decentralized, multi-entity environment
Must be an excellent role model with a commitment to quality and with the ability to convey confidence in project methodology
Must have excellent presentation and speaking skills
Must have excellent written communication, and organizational skills
Required Education:
Undergraduate degree or equivalent in Marketing, Information Services, Computer Science, Business, or Hospital Administration is required
Applicable healthcare experience may be substituted if the degree is in a different field
Graduate degree preferred
Training / Certification / Licensure:
PMP certification preferred
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