What are the responsibilities and job description for the Project Manager, Clinical Affairs position at American Academy of Physician Associates Inc?
Job Summary:
The Project Manager (PM) reports to the Chief Medical Officer and is primarily responsible for organizing, managing, planning, and executing complex projects for the AAPA’s Department of Clinical Affairs. The PM’s role is to support multiple department leaders and staff at the direction of the CMO by developing detailed project plans, including timelines while adhering to budget and resource capabilities. The PM often serves as the point person, leading and tracking project progress, ensuring the team completes tasks on time. The ideal individual will have strong written and verbal communication skills, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The PM will lead and work independently and collaboratively on projects from conception to completion. The PM must be able to work under pressure to manage various activities and confidential matters with discretion. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism, confidentiality, and strategic insight.
Key Responsibilities:
• Provides administrative support to the Chief Medical Officer and Clinical Affairs team, managing multiple programs and resolving conflicting priorities.
• Conducts research and analysis on strategic initiatives or topics as directed by the Chief Medical Officer.
• Leads interdepartmental teams to ensure timely, accurate, and efficient project completion.
• Oversees all aspects of project management, including planning, tracking, risk management, and ensuring deliverables meet established deadlines and budgets.
• Manages communication related to tasks, timelines, budgets, and risks across internal and external stakeholders.
• Utilizes AAPA tools (e.g., Box, Excel, PowerPoint, Teams, shared drives) for project management and status reporting.
• Tracks and manages project budgets, including invoicing and revenue recognition.
• Coordinates communication between project directors and team members; provides regular status updates.
• Develops project timelines and delegates tasks accordingly.
• Acts as a liaison with partners, vendors, and customers.
• Supports management of strategic partners, including meeting coordination, presentation preparation, contract negotiations, and agreement oversight.
• Ensures compliance with all relevant regulations, standards, and contractual obligations.
• Completes administrative tasks for the Chief Medical Officer, supporting their leadership of the Clinical Affairs team.
• Communicates proactively on Clinical Affairs program initiatives.
• Leads critical deliverables with a hands-on approach to ensure successful execution.
• Prioritizes competing demands, manages deadlines, and follows through on projects.
• Limited travel may be required.
• Performs other duties as assigned.
Required Skills/Abilities:
• Strong organizational skills with the ability to manage multiple tasks and attention to detail.
• Excellent interpersonal skills and ability to build strong relationships with internal and external stakeholders.
• Exceptional written and verbal communication skills.
• Effective time management and deadline-driven work ethic.
• Strong analytical and problem-solving abilities.
• Knowledge of formal project coordination or management methodologies with proven execution skills.
• Ability to work effectively at all organizational levels.
• Experience with lean tools and methodologies.
• Willingness to work occasional hours outside of regular business hours to meet deadlines.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Visio, Access, Outlook).
• Ability to remain professional under pressure while working with diverse stakeholders.
• Highly resourceful and capable of working independently and collaboratively.
• Discreet with confidential information; responsive and customer-focused.
• Proven ability to meet high-performance goals in a fast-paced environment.
• Proactive, solution-oriented mindset.
• Capable of responding quickly to urgent situations and shifting priorities.
Education and Experience:
• Bachelor’s degree required.
• 5–7 years of experience leading complex teams and projects, preferably in a non-profit setting.
• Experience in healthcare-related project management or quality improvement preferred.
• Proficient in Microsoft Office, Adobe Acrobat, and social media platforms; ability to design and edit presentations and materials.
• Experience using project management tools (e.g., MS Project, Smartsheets, Asana) is preferred.
• PMP, PgMP, CAPM, or other project management certifications are highly desirable.
The American Academy of PAs is an Equal Opportunity Employer and is committed to enriching the working environment for all staff by promoting a culture of inclusion, diversity, equity, and accountability. We invite individuals with diverse backgrounds, experiences, and abilities to apply. AAPA considers all qualified applicants without regard to color, religion, sex, sexual orientation, gender identity, national origin, veteran status, disability, and any other classifications protected by law.
