OSPM Assistant Office Director

State of Utah Office of the Governor•Salt Lake City, UT

13d•$38 - $62•Hybrid

About The Position

The Division of Integrated Healthcare of the Department of Health and Human Services is hiring an Assistant Director for the Office of Systems and Project Management (OSPM). This Assistant Director is responsible to step in when the Office Director is not available and to manage several areas of the Office including testing, training and operations managers. OSPM staff are responsible to work hand in hand with Acentra Health, the vendor who supported the design, development and implementation of the PRISM system and is now supporting the operational activities of PRISM. Provider Reimbursement Information System for Medicaid (PRISM) is our Medicaid Management Information System that supports all the functions and processes of Utah Medicaid. Overseeing the special project and operation managers include being aware of all their responsibilities and supporting their projects, tasks and assignments. Their responsibilities are many, a few examples include: manage CMS and state mandated projects monitoring the budget for the projects monitoring timely responses of the SharePoint Operations Tracker (SPOT) tasks constant communication with Acentra Health on system defects and other items to ensure they are understood and next steps are outlined timely follow up on system interface errors to bring to resolution assess the level of urgency on items and know when to escalate and when to apply additional pressure to our partners for resolution managing requested updates to the Medicaid website monitor/create standard operating procedures in all areas to maintain consistency and quality compile and present information to leadership for their information, input and or approval The Assistant Director of OSPM needs to be aware of the activities in all these areas and understand their connection and overlap with each other to appropriately communicate across the office and make sound decisions. This position also involves setting goals for performance and deadlines in ways that comply with the division’s plans and vision, organizing workflow and ensuring that employees understand their duties or delegated tasks, and monitoring employee productivity and providing constructive feedback and coaching. Key responsibilities and day to day responsibilities of this position: Meet regularly with direct reports to support their work, ensure they are on track with projects and assignments Develop and monitor performance plans Provide weekly status reports and ensure direct reports complete their weekly reports Make decisions when items are escalated Consult with the office director as needed in decision making and to collect input Understand the roles and responsibilities of our vendor Acentra Health as well as our business partners Organize and manage projects assessing deadlines and needed resources Regular follow up with staff on their deadlines and bandwidth Utilize MS WORD, Excel and Visio in document and report creation Use SharePoint for project information and processes Plan for periods of needed overtime work Manage the OSPM Recognition Program Keep notes on activities, meetings, etc., while the director is away from the office Monitor proper use of leave time

Requirements

5 or more years of project management experience
Proven ability to measure project performance using appropriate tools, systems, and techniques
Ability to lead and direct diverse teams of employees, leaders, and customers
Excellent leadership skills and the ability to manage and motivate others
Excellent verbal and written communication skills
Excellent interpersonal and customer service skills
Excellent organizational skills and attention to detail
Excellent time management
Ability to manage change
Ability to plan, organize and prioritize schedules and workload in order to accomplish tasks and meet deadlines
Facilitate meetings and discussions with a variety of stakeholders
Follow agency objectives, organization, structure and mission
Skill and ability to make a decision or solve a problem by using logic to identify key facts, explore alternatives, and propose quality solutions
Skill and ability to use Google Docs, Gmail, Microsoft Word, Excel, Visio, Project, and SharePoint
Experience reviewing, approving, or rejecting proposals
Experience managing contracts
Ability to work with or contribute to a work group or team to complete assigned tasks
Problem solving skills
Diversity awareness
Being flexible
Maintaining a positive attitude
Ability to delegate
Must successfully pass a criminal history check

Nice To Haves

Project Management experience on very large and complex systems
Managing Medicaid IT systems
Working with CMS on systems and required documentation
CMS Certification
Utah Medicaid
SharePoint

Responsibilities

Step in when the Office Director is not available
Manage several areas of the Office including testing, training and operations managers
Work hand in hand with Acentra Health on the PRISM system
Oversee special project and operation managers
Support projects, tasks and assignments of project and operation managers
Manage CMS and state mandated projects
Monitor the budget for the projects
Monitor timely responses of the SharePoint Operations Tracker (SPOT) tasks
Communicate with Acentra Health on system defects and other items
Follow up on system interface errors to bring to resolution
Assess the level of urgency on items and know when to escalate and when to apply additional pressure to partners for resolution
Manage requested updates to the Medicaid website
Monitor/create standard operating procedures in all areas to maintain consistency and quality
Compile and present information to leadership
Set goals for performance and deadlines
Organize workflow
Ensure employees understand their duties or delegated tasks
Monitor employee productivity and provide constructive feedback and coaching
Meet regularly with direct reports to support their work
Develop and monitor performance plans
Provide weekly status reports
Make decisions when items are escalated
Consult with the office director as needed
Understand the roles and responsibilities of vendor Acentra Health and business partners
Organize and manage projects assessing deadlines and needed resources
Follow up with staff on their deadlines and bandwidth
Utilize MS WORD, Excel and Visio in document and report creation
Use SharePoint for project information and processes
Plan for periods of needed overtime work
Manage the OSPM Recognition Program
Keep notes on activities, meetings, etc., while the director is away from the office
Monitor proper use of leave time