AI Project Intake Coordinator

University of Texas Medical Branch (UTMB)•Galveston, TX

1d•$100,000 - $120,000•Hybrid

About The Position

Plans, executes, and finalizes several small to large-scale projects simultaneously and according to strict deadlines and within budget. Defines the project's objectives and oversees quality control throughout its life cycle.

Requirements

Bachelor’s Degree in a related field or equivalent experience
6 years of project management experience in implementing large to enterprise scale complex projects
Strong critical thinking and analytical skills, with the ability to assess complex requests, identify risks, and translate ambiguous needs into structured, actionable plans.
Demonstrated ability to operate as a change agent, driving adoption of new processes, technologies, and governance practices across diverse stakeholder groups.
High level of adaptability and flexibility, with the ability to manage shifting priorities in a fast-paced, high-demand environment.
Excellent leadership, communication, and interpersonal skills, with the ability to engage and influence stakeholders at all levels, including executive leadership, clinical staff, and technical teams.
Ability to facilitate discussions and decision-making, encouraging collaboration while driving alignment and accountability.
Strong problem-solving skills, with the ability to manage multiple concurrent priorities, including urgent and unplanned requests, while maintaining quality and consistency.
Ability to foster a culture of innovation and continuous improvement, particularly in support of emerging technologies such as Artificial Intelligence (AI).
Commitment to delivering exceptional customer service, with a focus on stakeholder experience, responsiveness, and trust-building.
Strong organizational skills with attention to detail, ensuring accuracy in documentation, intake processes, and project artifacts.
Demonstrated experience presenting to and working with executive sponsors, with the ability to communicate effectively with both technical and non-technical audiences across all levels of the organization.
Experience supporting or managing project intake, demand management, or portfolio governance processes, including discovery, prioritization, and project initiation.
Familiarity with Artificial Intelligence (AI), advanced analytics, or emerging technologies, and the ability to support governance, coordination, and cross-functional collaboration for these initiatives.
Experience working with multiple project management methodologies, including Agile (Scrum), Waterfall, and hybrid approaches, with the ability to apply the appropriate methodology based on project needs.
Experience in a healthcare, academic medical center, or hospital environment, with an understanding of clinical workflows, regulatory considerations, and patient care impacts.
Experience coordinating with vendors, procurement, and contracting processes, ensuring alignment between project scope, timelines, and agreements.

Nice To Haves

Experience supporting or managing Artificial Intelligence (AI), machine learning, or advanced analytics initiatives, including familiarity with governance, data considerations, and cross-functional coordination.
Prior experience in a healthcare, academic medical center, or hospital environment, with an understanding of clinical workflows, patient care impacts, and regulatory considerations.
Demonstrated experience in project intake, demand management, or portfolio governance, including facilitating discovery sessions, business case development, and prioritization processes.
Strong understanding of project management methodologies, with the ability to apply both traditional (Waterfall) and Agile approaches depending on project needs.
Experience working with third-party vendors, contract coordination, and procurement processes, ensuring alignment between project scope, timelines, and contractual agreements.
Proven ability to engage and influence stakeholders across all levels of the organization, including clinical, operational, and executive leadership.
Experience managing or supporting capital projects or large-scale initiatives, including coordination across multiple teams and dependencies.
Familiarity with enterprise systems and integrations and their impact on operations.
Experience with project portfolio management (PPM) tools, such as Monday.com or similar platforms, including dashboarding and reporting capabilities.
Strong analytical and organizational skills, with the ability to translate complex ideas into structured plans, clear documentation, and actionable insights.
Proven ability to operate in a high-volume, fast-paced intake environment, balancing multiple priorities while maintaining attention to detail and governance standards.
Working knowledge of enterprise systems, integrations, and IT environments, including exposure to platforms such as Epic or similar systems (preferred).
PMP certification

Responsibilities

Serve as a primary coordinator for Artificial Intelligence (AI) initiatives, providing project management support, facilitating cross-functional collaboration, and ensuring appropriate governance, documentation, and stakeholder alignment for emerging technologies.
Lead and facilitate the intake and discovery process for incoming project requests from enterprise stakeholders, ensuring requests are clearly defined, scoped, and aligned with organizational priorities before progressing to execution.
Partner with business, clinical, and technical stakeholders to identify impacted systems, teams, and dependencies, and develop high-level estimates for software, hardware, and labor to support informed decision-making.
Collaborate with leadership, governance bodies, and departmental stakeholders to support project prioritization, intake reviews, and capital planning processes.
Act as a liaison between Information Technology Services, clinical/operational departments, vendors, and external partners, ensuring alignment of expectations, timelines, and deliverables.
Coordinate closely with purchasing and contracting teams to ensure project scope, timelines, and vendor agreements remain aligned throughout the intake and initiation process.
Establish and maintain project documentation, intake artifacts, and reporting, ensuring transparency and consistency across all requests entering the PMO pipeline.
Monitor and track intake pipeline health, identifying risks, bottlenecks, and opportunities to improve efficiency and throughput.
Support the transition of approved requests into project execution by ensuring complete and accurate handoff to project managers and delivery teams.
Promote and enforce PMO standards, governance practices, and intake processes, driving consistency and continuous improvement.
Build and maintain strong relationships with stakeholders, business analysts, end users, and vendors, managing expectations and ensuring accountability across all parties.
Ensure timely completion of assigned tasks and deliverables, proactively addressing issues and escalating risks as appropriate.