Project Manager, Academic Affairs

UT Southwestern Medical Center • Dallas, TX

2d • Onsite

About The Position

Under minimal direction and within approved program strategy, provides project management expertise for one or more assigned initiatives, with primary day-to-day responsibility for the Caregiver Support portfolio, the Thrive and Flourish Wellness Leadership Development and Grant program, and the recurring faculty engagement survey-to-action cycle. Implements the project-management standards, priorities, and escalation pathways established for the office. Translates approved goals into detailed work plans, stakeholder coordination, training implementation, communications, data and document tracking, deliverables, and follow-up. Serves as the operational lead for the current Parental Peer Partner Program, development, and maintenance of a departmental and divisional parental-leave toolkit, and the 24-month engagement cycle from survey preparation through results, debriefing, action planning, implementation monitoring, and re-survey readiness.

Requirements

• Bachelor's Degree in business, healthcare administration, public health, organizational development, higher education, social or behavioral science, communications, or a related field.
• 4 years of progressively responsible project management, program management, healthcare administration, Faculty Affairs, workforce engagement, training implementation, or related operational experience coordinating multiple stakeholders and deliverables; or an equivalent combination of education and experience consistent with institutional policy.

Nice To Haves

• Master's Degree in business, healthcare administration, public health, organizational development, higher education, or a related field.
• Experience in academic medicine, Faculty Affairs, caregiver or family-support programming, peer-support programs, faculty or employee engagement surveys, departmental action planning, program evaluation, training implementation, change management, or process improvement.
• Certified Associate in Project Management (CAPM), Project Management Professional (PMP), change-management, Lean, or Process-Improvement certification completed or planned.

Responsibilities

• Serves as the primary project manager for assigned initiatives. Develops and maintains charters, work plans, schedules, milestones, deliverables, roles, risk and issue logs, decision records, communications plans, and closeout documentation to keep projects within approved scope, timeline, quality, and resource expectations.
• Manages the day-to-day operations and continuous improvement of the Caregiver Support portfolio, including the current Parental Peer Partner Program and future caregiver-support initiatives.
• Coordinates the peer-supporter lifecycle for the Parental Peer Partner Program, including outreach and recruitment support, onboarding, training logistics, approved training materials, attendance and completion records, facilitator coordination, refresher activities, peer roster maintenance, and readiness for participant matching.
• Administers the parent-to-peer connection process using approved workflows. Coordinates confidential intake, identifies appropriate peer supporters, facilitates timely matches, documents status, conducts planned follow-up, addresses operational concerns, and escalates sensitive or high-risk issues to the Faculty Director and Senior Project Manager.
• Project-manages development, review, piloting, launch, maintenance, and version control of a parental-leave toolkit for departments and divisions. Coordinates input from the Faculty Director, Senior Project Manager, Associate Dean, Human Resources, Benefits, Legal or Compliance partners, faculty, and administrators so that the toolkit accurately translates approved institutional policies into practical local workflows without creating or modifying policy.
• Builds and supports a network of departmental and divisional parental-leave champions. Develops implementation guides, checklists, communication templates, orientation materials, office hours, and follow-up processes that help local leaders clarify roles, handoffs, timelines, and available resources.
• Defines and tracks approved operational measures for caregiver-support programming, such as peer training completion, time from intake to match, match status, follow-up completion, participant experience, toolkit adoption, local champion participation, open issues, and improvement actions. Prepares regular summaries for the Faculty Director, Senior Project Manager, and Associate Dean while protecting confidential information.
• Serves as the operational lead for the recurring 24-month faculty engagement survey-to-action cycle. Maintains a master calendar and integrated project plan covering survey preparation, launch, response monitoring, results preparation, leadership and departmental debriefs, action planning, implementation follow-up, readiness review, and re-survey.
• Coordinates survey readiness and administration with the Senior Project Manager, Associate Dean, analytics or survey partners, communications teams, information resources, department and division leaders, and other stakeholders. Maintains participant and organizational rosters, implementation checklists, communications schedules, decision logs, testing activities, response-rate tracking, and issue resolution.
• Coordinates secure receipt, validation, organization, and approved distribution of survey results and related materials. Works with analytics and leadership partners to prepare audience-appropriate result packages, presentation materials, frequently asked questions, and debrief resources while following data-governance, confidentiality, and small-group reporting requirements.
• Owns implementation of the engagement-survey debrief training process. Converts approved content and standards into an executable training plan; coordinates facilitator identification, scheduling, registration, materials, practice activities, training delivery logistics, attendance, completion and readiness records, refresher support, and post-training resources; and facilitates sessions as assigned.
• Maintains the centralized debrief tracker for all required leadership, departmental, and divisional debriefs. Tracks assigned facilitator, scheduling status, completion date, participants, materials, issues, follow-up needs, and required next steps; provides routine completion reports; and escalates delays, gaps, or risks through the Senior Project Manager.
• Coordinates the action-planning phase following debriefs. Provides approved templates, guidance, timelines, meeting support, and technical assistance; helps departments and divisions translate priority findings into specific actions with accountable owners, milestones, measures, and communication plans; and ensures action plans are documented and submitted through the established process.
• Coordinates communication and data collection, requests, and collation for surveys administered by health system when requested.
• Maintains the office action-plan registry and follow-up cadence. Tracks plan status, owner updates, milestone completion, measures, barriers, assistance requested, changes, and closure; organizes periodic check-ins; identifies overdue or at-risk items; and prepares progress summaries for leadership and participating departments and divisions.
• Supports implementation and sustainment of approved actions by coordinating resources, connecting stakeholders, documenting decisions, sharing tools and effective practices, and monitoring whether planned activities are occurring.
• Leads re-survey readiness activities near the end of each cycle by reconciling debrief and action-plan completion, documenting lessons learned, updating stakeholder and organizational rosters, refreshing training and communication materials, confirming operational dependencies, archiving cycle records, and developing the next-cycle readiness plan for approval.
• Builds collaborative working relationships with department chairs and chiefs, faculty, division and department administrators, Faculty Affairs teams, Human Resources, Benefits, communications, analytics, information resources, vendors, facilitators, peer supporters, and other institutional partners needed to complete assigned work.
• Prepares and delivers project status reports, dashboards, meeting materials, presentations, requirements documentation, recommendations, and decision requests for the Senior Project Manager, Faculty Director, Associate Dean, and other stakeholders. Tracks assigned project expenditures and vendor deliverables, identifies variances, and escalates resource needs or corrective actions.
• Conducts post-implementation reviews and lessons-learned sessions; documents successful and unsuccessful project elements; and recommends practical improvements to workflows, training, tracking tools, stakeholder support, and future survey and caregiver-support cycles.
• Provides 1:1 coaching and consulting and project management support for the Thrive and Flourish Scholar projects, work in progress, and group coaching sessions and budget management for the scholar projects.
• Provides functional work direction to assigned project contributors and coordinates responsibilities, deadlines, and handoffs.
• Collaborate on annual CME Faculty Wellness retreat, outreach events, and program coordination as needed, and as new programs and initiatives arise.
• Performs other duties as assigned.

Benefits

• PPO medical plan, available day one at no cost for full-time employee-only coverage
• 100%25 coverage for preventive healthcare-no copay
• Paid Time Off, available day one
• Retirement Programs through the Teacher Retirement System of Texas (TRS)
• Paid Parental Leave Benefit
• Wellness programs
• Tuition Reimbursement
• Public Service Loan Forgiveness (PSLF) Qualified Employer

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level