OSPM Functional Manager

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

7d • $37 - $60 • Hybrid

About The Position

The Division of Integrated Healthcare of the Department of Health and Human Services is hiring a Functional Manager for the Office of Systems and Project Management (OSPM). The Functional Manager oversees up to 7 Senior Business Analysts and the Configuration Team consisting of one Configuration manager and 3 Senior Business Analysts, while providing training and direction. The Functional Manager is responsible to work hand in hand with Acentra Health, the vendor who supported the design, development and implementation of the Provider Reimbursement Information System for Medicaid (PRISM) system and is now supporting the operational activities of PRISM, as well as partnering with the Division of Technology Services (DTS) to align health IT plans, interoperability, and system architecture.
Overseeing the Functional & Configuration teams includes being aware of all their responsibilities, and supporting system updates, projects, tasks, and assignments. Responsibilities are many, a few examples include:
Monitoring timely responses of the SharePoint Operations Tracker (SPOT) tasks
Tracking PRISM enhancement requests from request to implementation, including the development of use cases, business cases, and workflow analyses
Planning and preparing the documentation updates for each release of system updates and new functionality to the PRISM system while anticipating the impact new or modified software will have on existing standards
Coordinate & communicate with the vendor and DTS on system updates, proposals, and standards of health IT architecture to ensure they are understood and next steps are outlined
Timely follow up on system interface errors to bring to resolution
Coordinate participation in several workgroups that support PRISM issue resolutions and ongoing operations
Assess the level of urgency on items and know when to escalate and when to apply additional pressure to our partners for resolution
Create and maintain standard operating procedures and strategies for informatics activities and security-risk management in all areas to maintain visibility, consistency, security posture, and quality
Compile, analyze, and present information, data findings, and expert advice to leadership for their information, input, or approval
Mentor, monitor, and track job responsibilities and accuracy for all employees under the Functional team as well as supporting the Configuration Manager and their team.
Professionally represent DHHS & PRISM in meetings and other communication with the agency, outside divisions, and external vendors or representatives to improve interoperability and compliance with federal and state security policy and standards
The Functional Manager 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 offices and make informed decisions.
This position also involves setting goals for individual performance plans and deadlines 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.

Requirements

• 5 or more years of project management experience, preferably on very large and complex healthcare or Medicaid IT systems.
• Experience defining requirements for system updates, developing use cases, and managing system release schedules.
• Complex Problem-Solving Skills: Skill and ability to decide or solve complex problems by using logic, identifying key facts, exploring alternative solutions, and evaluating options to implement quality solutions.
• Technical Knowledge: Understanding of applications, programming, system architecture, and technical software environments.
• Software Proficiency: Skill and ability to use Google Workspace, Microsoft Word, Excel, and SharePoint.
• Leadership & Team Management: Proven ability to lead, motivate, direct, and delegate to diverse teams of employees, leaders, and customers while maintaining diversity awareness.
• Performance Tracking: Proven ability to measure task performance and monitor productivity using appropriate tools, systems, and techniques.
• Written Communication & Reading Comprehension: Excellent written communication skills, advanced reading comprehension, and knowledge of English grammar and composition to understand and draft complex technical documents.
• Verbal Communication & Active Listening: Excellent verbal, interpersonal, and customer service skills, including giving full attention to others, speaking clearly to convey information, and listening to understand diverse stakeholder perspectives.
• Stakeholder Facilitation: Ability to facilitate meetings and foster productive discussions with a variety of internal and external stakeholders.
• Time & Workload Management: Ability to plan, organize, prioritize schedules, delegate duties, and manage workload to accomplish tasks and meet deadlines.
• Inductive & Deductive Reasoning: Cognitive ability to apply general rules to specific problems, as well as combine disparate pieces of information to form general conclusions or identify underlying patterns.
• Problem Recognition: Ability to tell when something is wrong or likely to go wrong in system operations, vendor performance, or project timelines.
• Change & Operational Agility: Ability to manage change, stay flexible, maintain a professional outlook, and follow agency objectives, structure, and mission.

Nice To Haves

• Experience with Utah Medicaid and working knowledge of Medicaid IT systems.

Responsibilities

• Oversee up to 7 Senior Business Analysts and the Configuration Team consisting of one Configuration manager and 3 Senior Business Analysts, while providing training and direction.
• Work hand in hand with Acentra Health, the vendor who supported the design, development and implementation of the Provider Reimbursement Information System for Medicaid (PRISM) system and is now supporting the operational activities of PRISM, as well as partnering with the Division of Technology Services (DTS) to align health IT plans, interoperability, and system architecture.
• Monitor timely responses of the SharePoint Operations Tracker (SPOT) tasks.
• Track PRISM enhancement requests from request to implementation, including the development of use cases, business cases, and workflow analyses.
• Plan and prepare documentation updates for each release of system updates and new functionality to the PRISM system while anticipating the impact new or modified software will have on existing standards.
• Coordinate and communicate with the vendor and DTS on system updates, proposals, and standards of health IT architecture to ensure they are understood and next steps are outlined.
• Follow up on system interface errors to bring to resolution.
• Coordinate participation in several workgroups that support PRISM issue resolutions and ongoing operations.
• Assess the level of urgency on items and know when to escalate and when to apply additional pressure to our partners for resolution.
• Create and maintain standard operating procedures and strategies for informatics activities and security-risk management in all areas to maintain visibility, consistency, security posture, and quality.
• Compile, analyze, and present information, data findings, and expert advice to leadership for their information, input, or approval.
• Mentor, monitor, and track job responsibilities and accuracy for all employees under the Functional team as well as supporting the Configuration Manager and their team.
• Professionally represent DHHS & PRISM in meetings and other communication with the agency, outside divisions, and external vendors or representatives to improve interoperability and compliance with federal and state security policy and standards.
• Set goals for individual performance plans and deadlines that comply with the division’s plans and vision.
• Organize workflow and ensure that 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, ensure they are on track with projects and assignments, and provide training to informaticists and analysts.
• Develop, monitor, and complete quarterly and yearly performance evaluations.
• Provide weekly status reports and ensure direct reports complete their weekly reports.
• Consult with the office director or assistant office director as needed in decision making and to collect input.
• Understand the roles and responsibilities of our vendor, as well as our business partners.
• Organize and manage tasks while assessing deadlines, bandwidth, and needed resources. Following up with staff on their deadlines and bandwidth.
• Oversee requirement development, including the creation of use cases, business cases, and workflow analyses for system updates.
• Analyze, summarize, and review system data to report findings, interpret results, and create decision support tools that improve operations.
• Anticipate the impact that new or modified software will have on existing PRISM standards and operational systems.
• Monitor and evaluate electronic operations, processes, and practices for quality and effectiveness, making recommendations for continuous improvement.
• Identify and assist in procuring external funding through grants, partnerships, and other funding mechanisms.
• Utilize MS Word, Excel, and Google Workspace in document and report creation.
• Use SharePoint for project information and processes.
• Plan for periods of needed overtime work.
• Assist the office director or assistant office director as needed for coverage and capturing decisions and reasons for decision when they are not present in the discussion.
• Monitor proper use of leave time.
• Efficiently navigate the fiscal note process during the legislative session, providing necessary feedback in a timely manner.
• Assist in determining the impacts to the PRISM system for Policy & Operation changes, Issue Sheets, SPOT requests, and proposals received from the vendor.

Benefits

• This position is eligible for a full benefits package.
• Job Stability: Enjoy the security and reliability of employment within a well-established organization.
• Career Growth: Develop valuable skills and gain opportunities for leadership within a large organization.
• Meaningful Work: Contribute to an important service that benefits the community and supports organizational goals.
• Supportive Work Environment: Be part of a team that values cooperation, strong work ethics, and mutual support.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: No Education Listed