Associate Project Manager - IT

Under the direction of the leadership of the Project Management Office, the Associate Project Manager is responsible for leading a project team (or teams) on lower risk projects affecting multiple people within a limited number of areas / departments. This person may also be responsible for planning, directing and coordinating all aspects of IT projects, under the direction of a PM or Senior PM. This includes, but is not limited to, project plan development & management, project status reporting, issue tracking, scope management, resource & time management, project communications and project risk management. Responsible for coordinating and managing testing activities for Information Technology. This includes, but is not limited to, development and management of testing schedules, team assignments, test script coordination, facilitation of testing, and status reporting. Collaborates with IT, vendors, and Customers to ensure successful completion of projects. This may include providing appropriate on-site visits, facilitating regular communication, resolving client requests, and overseeing resolution of issues to ensure delivered services meet client needs and expectations outside of defined projects.

MINIMUM QUALIFICATIONS :

EDUCATION, CERTIFICATION, AND / OR LICENSURE :

1. Associate’s degree in Information Technology or MIS, or related field required, OR two (2) years of relevant experience such as project management, project coordination, project lead or systems analysis.

2. Internal employees must meet all mandatory competencies in current position in order to qualify for promotion within IT.

PREFERRED QUALIFICATIONS :

EDUCATION, CERTIFICATION, AND / OR LICENSURE :

1. Certified Associate in Project Management Certification preferred

2. Bachelors degree in Information Technology or MIS, or related field required

EXPERIENCE :

1. Two years of team lead, project coordinator or project management experience.

CORE DUTIES AND RESPONSIBILITIES : The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be construed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.

Project Management- Manages low risk projects that effect a limited number of people within a limited number of areas / departments. Responsible for project planning, including time frame, staffing requirements, deliverables, and allocation of resources. Maintain project work plans utilizing the standard project management software tool(s) to drive the project and facilitate project progress tracking. Proactively manages project tasks to identify potential risks, issues, or barriers and escalates appropriately. Monitors and facilitates the change control process, and documents the outcomes of the change control process for assigned projects. Understand Customer, their needs; provides realistic expectations, actively monitors customer satisfaction. Facilitation of proper transition of project support to Customer Service at the completion of each assigned project.

Testing Coordination and Management- Ensures testing plan and schedule is updated, documented, and clearly communicated to all relevant teams (applications, technical, network, etc.). Coordinates testing meetings agendas, meeting minutes, and includes tracked issues and decisions. Facilitates testing sessions, tracks status of test script steps, and all appropriate documentation. Ensures successful completion of all testing. Provides testing status reports to leadership. Identifies opportunities to improve testing processes to gain efficiencies.

Communication Effectiveness- Ensures project status, issues, and successes are clearly communicated to all levels (team, management, stakeholders, etc.), documented and is in accordance with the project plan and standards as outlined by organization's IT Project Management Office (PMO). Ensures open communication and maintains objectivity in all communication utilizing fact-based information. Listens effectively and clarifies information as needed; interprets verbal and non-verbal messages from others; communicates tactfully and candidly. Conducts routine project meetings to review project status, issues, staffing, and escalations. Assists with pre-engagement preparation, implementation planning, and transition to support. Motivates project team to action.

Resource Accountability- Ensure acceptable level(s) of project staffing. Assists IT Leader responsible for project to provide oversight of consultants, contractors, and vendors to meet the requirements of the agreed upon project scope. Directly manages all resources assigned to the project for work assignment completion. Establishes and maintains cooperative and positive working relationships with customers and project staff. Escalates vendor related issues for resolution. Manages vendor Project Manager and coordinates to manage vendor resources.

Critical Thinking Skills and Problem Solving- Responsible for identifying and managing projects with limited risk. Engages the proper resources and facilitates the resolution of project related problems. Tracks and Maintains RAID logs. Recognizes problems or situations that are new or without clear precedent, and escalates appropriately.

Collaboration- Demonstrates collaboration skills and techniques, and creates positive relationships with others. Establishes clear ground rules for behavior during project activities. Maintains a controlled and relaxed demeanor during intense situations. Uses good listening skills to document the issue accurately. Activates proper escalation protocols. Develops positive relationships with Customers, team, and sponsor.

Accountability and Decision Making- Prioritized own and team's work. Anticipates consequences of actions, potential problems, or opportunities for change. Sets and meets realistic deadlines. Forecasts changes and communicates current and projected issues. Understands how and when to make a choice; how and when to escalate issues to higher levels. Analyzes the risks and future impact of decisions.

Influencing and Leading- Exerts influencing skills to impact choices on immediate and long-term decisions. Develops understanding of how corporate culture impacts the success of the project; knows how to use organization to achieve objectives.

Project Management Tools- Demonstrates basic understanding of the organization’s current versions of software to perform project planning and oversight, for example : MS Project, MS Office 365, MS Teams, MS SharePoint On-line.

Administrative Responsibilities-  Attends and participates in departmental functions and staff meetings. Contributes positively to the teamwork of the department by volunteering to assist co-workers, contributing ideas and participating in problem solving efforts with co-workers.

Team Building- Participates in knowledge sharing. Seeks and respects the views of others, including patients, project team members, and customers when appropriate. Creates and updates internal documentation for team members.

This position will require travel to other facilities or affiliated sites to assist with implementations, training, and / or support.

Adheres to the established policies of the West Virginia United Health System (WVUHS) as well as the policies of the entity or entities where the IT team member is assigned to work.

Other duties may be assigned.

PHYSICAL REQUIREMENTS : The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Frequent walking, standing, stooping, kneeling, reaching, pushing, pulling, lifting, grasping are necessary body movements utilized in performing duties through the work shift.

WORKING ENVIRONMENT : The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Work is generally performed in both an office and healthcare (hospital, clinic, etc.) environment, with frequent interruptions and irregularities in the work schedule.

SKILLS AND ABILITIES :

1. Ability to handle and maintain confidential information.

2. Ability to work well under high stress conditions.

3. Ability to work independently or cooperatively as a team member.

4. Ability to adapt to various workloads and assignments.

5. Ability to work with multi-disciplinary groups.

6. Must have reading and comprehension ability.

7. Must be able to type.

8. Possess good oral and written communication skills.

9. Ability to prioritize tasks.

10. Ability to work in a fast paced and rapidly changing environment.

11. Must be flexible.

12. Ability to sit for extended periods of time.