What are the responsibilities and job description for the Project Manager position at NEW JERSEY HOSPITAL ASSOCIATION?
About NJHA: The New Jersey Hospital Association is a not-for-profit trade organization representing New Jerseys hospitals, health systems, behavioral healthcare systems, rehabilitation hospitals, psychiatric hospitals, assisted living, nursing homes and other healthcare providers. NJHA and its affiliates, the Health Research and Educational Trust of New Jersey and Healthcare Business Solutions, share a collective goal of improving the health of New Jerseyans through services and programs that enhance quality, affordable, equitable, and accessible healthcare.
Objective: Provides direct assistance to the Emergency Management team, by managing and overseeing projects progress and completion. Perform executive administrative and support functions. Coordinates projects and assists in managing the day-to-day operation of assigned projects from inception through completion. Ensures timely and accurate completion of assigned projects/responsibilities/department initiatives. Exercises critical thinking and strong judgment and maintains confidentiality.
Essential Job Functions:
1. Utilizing the departments project management system, the Project Manager is responsible for the departments operational activity regarding workflow, communications, scheduling etc., as well as the administrative services including those of a complex and confidential nature. In addition, the candidate should identify opportunities and recommend solutions for improving process and system efficiency and effectiveness.
2. With limited direction, assists in managing multiple, high importance projects that require coordination and oversight to ensure timely and accurate completion.
3. Drafts reports for approval. Manages production, including the designing of, printing of, and distribution of resources. Ensures finished projects remain within budget, scope, and time.
4. Using internal reports is responsible for creating an evaluation of time management of department staff and reporting to the Director and EM team, as well as developing the information for grant applications.
5. Manages the processing of all invoices as well as the development, processing, approval and implementation of all contracts/agreements. Ensures appropriate tracking with vendors and follow-up required by the grant with Health Care Coalition (HCC) members in receipt of goods.
6. Assists EM Team in tracking and fulfillment of individual expense reporting within NJHA policies and guidelines.
7. Working with the EM team, assists in managing the budget associated with individual projects and reports within pre-determined times frames to the director.
8. Assists in scheduling and preparing for meetings associated with the emergency management teams as well as other project-based committees as needed. May serve as recording secretary for task forces and committees as assigned by the Director.
9. Develops and manages the documentation and timeline related to the development and submission of grant applications.
10. Manages the mode of collection, including the design of templates, distribution and receipt of data, as well as data entry of internal and external supply, utilization and operational information from HCC members. Consolidates and drafts documents for directors review. Produces reports or correspondence relevant to the collection of data.
11. Is responsible for the membership and messaging system maintenance for the EM department and HCCs. Provides training for EM team members, as needed, and ensures HCC membership is continuously updated. Runs an audit on a regular cycle to ensure accuracy of HCC membership.
12. Assists in the Maintenance of the timeline for all projects within the department, advising the director of deadlines and project status. Compiles critical information about projects/tasks/deadlines from the project management system and maintains awareness for discussion with director and EM team.
13. Consistently maintains projects related to this position in Asana based on direction/requirements provided by Director. Is responsible for the development of the project management system and training of team members.
14. Works side-by-side with the director in the development and implementation of EM team overall goals and initiatives.
15. Facilitates, documents and assists in finalizing the development of the EM department SWOT analysis, strategic plan, goals, funding and grant requirements. Tracks overall progress and reports to the director on a pre-determined schedule.
16. Writes and responds to correspondence both of a routine and complex nature. Coordinates travel arrangements and registrations. Handles confidential records. Establishes and maintains files. Follows up on all pending matters.
17. Performs other duties as may be assigned, within the scope of their role and responsibilities.
18. Abides by the terms and conditions of the Confidentiality of NJHA and the NJHCCs.
Qualifications: Bachelors or Associates degree with equivalent project management, or similar, experience. Minimum three to five years in a related position required. Excellent communication, organizational and project management skills. Must be proficient in MS Office with enhanced experience in MS Word, Excel and PowerPoint. With critical thinking, the position requires, analytical, communication, organizational, and administrative skills. Some experience with operating and maintaining organizational budgets. The individual must demonstrate discretion in working with sensitive and confidential information. Background in Emergency Management, healthcare preferred.
NJHA is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, amnesty, status as a veteran, or any other category protected by federal, state, and local laws.