Project Specialist (Houston, TX)

| Houston, TX
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Location:

Houston Methodist Academic Institute
6670 Bertner Ave
Houston, TX 77030

Category: Academic Institute

Job Type: Full-Time

Posted Date: May 25, 2022

JOB SUMMARY

At the Houston Methodist Academic Institute, the Project Specialist provides administrative support to the Faculty Development Program. Working with the Program Lead, this position supports the Faculty Development Consultant and Program Lead to implement day-to-day operations, processes, and procedures of the program, coordinate curriculum development support, and communication. This position collects and complies administrative and programmatic data, maintains database for training enrollment and participation, creates periodic reports, coordinates and maintains content for the curriculum library, disseminates training materials to training attendees, creates and disseminates pre- and post- training surveys, coordinates and facilitates program meetings, maintains calendar invites for training sessions and workshops and completes other responsibilities as assigned.

The Project Specialist must be resourceful in seeking solutions, be pro-active and have the ability to multi-task with attention to detail. This position is accountable for high-level administrative support functions, project work and compliance activities including coordination, analysis, implementation, and reporting of project activities initiated by or as assigned. Additionally, this position serves as a resource in facilitating the implementation and/or rollout of Faculty Development Program Initiatives and tracks data to ensure implementation is meeting scheduled milestones. This position has a dotted line reporting to the Program Lead for day-to-day tasks and activities.

Requirements:

PRIMARY JOB RESPONSIBILITIES
Job responsibilities labeled EF capture those duties that are essential functions of the job.

PEOPLE - 20%
  1. 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. (EF)
  2. Participates in, and may direct, problem definition and resolution activities. Maintains customer confidence and protects operations by keeping information confidential. (EF)
  3. 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. (EF)
  4. 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. (EF)


SERVICE - 25%
  1. 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. (EF)
  2. 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. (EF)
  3. 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. (EF)


QUALITY/SAFETY - 25%
  1. 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. (EF)
  2. 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. (EF)
  3. 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. (EF)


FINANCE - 20%
  1. 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. (EF)
  2. 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. (EF)
  3. Provides monthly reports and works with applicable departments (e.g. MARS, Finance, etc.) to verify department transactional accuracy, as assigned. (EF)


GROWTH/INNOVATION - 10%
  1. 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. (EF)
  2. Offers innovative solutions through participation in performance improvement projects and activities. Follows up on action items to ensure completion of assignments. (EF)


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.

Qualifications:

EDUCATION REQUIREMENTS
  • Bachelor's degree


EXPERIENCE REQUIREMENTS
  • Two years experience in related discipline to include one year of project management experience


CERTIFICATIONS, LICENSES AND REGISTRATIONS REQUIRED
  • None


KNOWLEDGE, SKILLS AND ABILITIES REQUIRED
  • 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 Yes/No Uniform No Scrubs No Business professional Yes Other (dept approved) No

On-Call* No (for Non-Exempt or Exempt jobs) *Note that employees may be required to be on-call during emergencies (i.e. Disaster, Severe Weather Event, etc.) regardless of selection above. Travel** May require travel within Yes Houston Metropolitan area

May require travel outside No of Houston Metropolitan area **Travel specifications may vary by department.

Please note any other special considerations to this job:

Company Profile:

Houston Methodist Academic Institute was formed to rapidly and efficiently translate discoveries made in the laboratory and the clinic into new diagnostics, therapies and treatments. The research institute was created in 2004 to provide the infrastructure and support for these endeavors, and to house the technology and resources needed to make innovative breakthroughs in important areas of human disease. A 540,000 square foot building dedicated to research and clinical trials, the academic institute houses over 2,047 credentialed researchers conducting 1,470 ongoing clinical protocols.
More Information on Houston Methodist
Houston Methodist operates in the Healthtech industry. The company is located in Houston, TX, Baytown, TX, Houston, TX, Houston, TX, Katy, TX, Nassau Bay, TX, Sugar Land, TX and The Woodlands, TX. Houston Methodist was founded in 2022. It has 22000 total employees. It offers perks and benefits such as Flexible Spending Account (FSA), Dental Benefits, Vision Benefits, Health Insurance Benefits, Life Insurance and 401(K). To see all 67 open jobs at Houston Methodist, click here.
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