Project Specialist II

University of Maryland Medical System•Baltimore, MD

About The Position

The Project Specialist II plays a critical role in driving strategic initiatives and managing cross-functional projects on behalf of the SVP/VP within the C-Suite. Under limited supervision, facilitates executive level project operations in a fast-paced, regularly shifting environment with evolving executive needs. Provides leadership and expertise in the planning, development and coordination of projects within the department. Responsibilities include operationalizing project plans by gathering appropriate information, identifying and collaborating with key stakeholders, and synthesizing highly complex information. Independently develops systematic, sustainable processes and establishes their structural foundations. Serves as key resource for communication, data management, and process improvement initiatives.

Requirements

Bachelor’s degree or an equivalent combination of education and experience is required.
A minimum of 2 years of professional experience in communications, special events planning, office or business management, project management, etc., required; healthcare setting preferred.
Interpersonal communications and team building skills
Proficiency in standard computer applications including MS Office suite applications.
Understanding and familiarity with quantitative and qualitative data, and is able to present information to a variety of audiences.
Ability to understand, analyze, synthesize and manage highly complex information.
Critical thinking skills.
Expertise in project planning, communications, budget management, and other aspects of project management.
Ability to work collegially within complex systems, take initiative to appropriately identify resources, and maintain a mature and professional working environment.
Ability to work effectively and improvise when approached with immediate deadlines and unprompted changes to project plan.
Ability to effectively work in a highly matrixed organization.

Nice To Haves

Previous experience supporting SVP/VP/Chair level work is strongly preferred.
A master’s degree in a related field may be substituted in lieu of the two-year experience requirement.

Responsibilities

Manage and maintain executives' calendar, including scheduling meetings, appointments, and events.
Coordinate complex scheduling across multiple stakeholders and departments.
Prioritize appointments and resolve scheduling conflicts to maximize productivity.
Organize and schedule internal and external meetings, conference calls, and virtual events.
Autonomously facilitates and operationalizes projects to achieve established departmental and organizational goals, while considering all appropriate stakeholders.
Independently standardizes processes, communications, and tracking methods for use in ongoing project planning, sustainability, and improvement.
Creates structure from ambiguous and numerous sources of information.
Develops and leads in project management plan including but not limited to: scope identification, budget planning and fiscal accountability, and ongoing communication and collaboration with team members.
Independently prepares written documents, delegates tasks as necessary, and monitors and analyzes progress.
Interfaces and collaborates with key stakeholders throughout the hospital and with partner organizations in the development, planning and execution of projects.
Autonomously assesses the need for disseminating and retrieving pertinent information, and communicates with all organizational levels as necessary.
Compiles and synthesizes highly complex data, analyzes outcomes, and prepares reports for ongoing process and outcome review.
Responsible for the research and data compilation from a variety of internal and external resources to provide support for research, recruitment, grant proposals, reporting, recognition and regulatory compliance.
Reports include but are not limited to: graphical representations of data, oral presentations, written reports, and visual presentations.
Serves as active leader for executive initiatives and hospital committees.
Maintains a high level of confidentiality and exercises sound judgement on sensitive and strategic matters due to the organizational wide impact of the work.
Assist with meeting preparation including agendas, pre-read materials, minutes, and follow-up actions.
Interfaces regularly with executive leadership, Board members, and senior stakeholders.