The Project Specialist is responsible for overall implementation, coordination, status reporting and stability of Dean's Office projects that have impact on the strategic priorities and the clinical, fiscal, and administrative operations of the School of Medicine. Will support the Executive Vice Dean and Chief of Staff in the strategic planning and project oversight for the office.
Specific Duties & Responsibilities
Oversee departmental and programmatic reviews.
Serve as the School of Medicine representative for community engagement activities
Establish and implement project management processes and methodologies to ensure projects are delivered on time, within budget, adhere to high quality standards and meet assigned expectations.
Define projects in collaboration with key stakeholders. Responsible for assembling project plans and teamwork assignments, directing and monitoring work efforts, identifying resource needs, performing quality review, and troubleshooting issues appropriately.
Serve as the project manager on complex mission based projects across the Dean's Office. Projects may be stand-alone or inter-related with other initiatives within the School of Medicine.
Responsible for facilitating the success of assigned projects. Define, document and consolidate the requirements from accountable leaders and work groups, delivering high quality deliverables, such as work flow diagrams, policies and procedures, project timeline documents and throughput reports.
Provide project management support including creating project plans, developing agendas for meetings, and follow-up between meetings to move each project to conclusion as identified by work plans and documents.
Ability to assess, plan, design and implement reports, to identify potential barriers and strategies, to synthesize and integrate information.
Assume role as a team member, technical resource and process facilitator on projects, providing analysis as requested and contribute to the development of ideas and proposals.
Gather information and coordinate the development of project budgets. Provide routine reporting on expenses in relation to budget. Prepare financial reports and documents related to various projects.
Responsible for creating, tracking and managing timelines and budgets for implementation of projects.
Communicate results of projects in written and/or oral presentations. Provide project status, summary recommendations and final impact, as appropriate, according to the project time lines. Develop written presentation materials at the appropriate level of detail for the audience (JHM leadership, division chiefs, clinical administrators, etc.)
Develop and manage a $2.5M JHM Executive Administration Office fiscal year budget and conduct monthly variance analysis using SAP reports. Develop and maintain various computerized management systems with spreadsheets and databases to assist with this process. Review monthly account activity, correct errors, and inform Executive Vice Dean, Chief of Staff and JHM Budget Office of any problems or discrepancies.
Review expense patterns and conduct operational reviews to identify cost cutting and cost containment measures.
Ensure accurate compliance with JHM, JHHS and JHU forms, signature authority policies, finance policies, etc.
Partner with the JHM Budget Office and meet on a quarterly basis to review financial statements.
Manage payroll and overtime pay within SAP for administrative staff.
Approve shopping carts, check/travel/reimbursement requests, and invoices.
Assist the Executive Vice Dean and Chief of Staff with responding to and resolving issues and concerns brought to the Office of the Dean
In collaboration with the Executive Vice Dean and Chief of Staff plan and execute leadership team meetings, including JHM 3.1 meetings. Preparation requires knowledge of both the strategic priorities and operational activities (clinical, research, education, IT, government and community affairs, security, diversity and inclusion, patient safety and quality, business development, health care, and human resources) for JHM.
Work with the Director of Speechwriting and the Chief of Staff to draft communications, letters, reports, and reviews.
Under the guidance of the Chief of Staff, reviews institutional announcements and other communications for grammatical errors and approves for dissemination when appropriate.
Minimum Qualifications (Required)
Bachelor's degree in business, accounting, finance, systems operations, healthcare administration, or related field required.
Four (4) years of project management and operational experience in a clinical, healthcare environment and/or academic environment.
Advanced degree may substitute for required experience, to the extent permitted by the * JHU Equivalency Formula: 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for the required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job. *
Master's degree preferred.
Special Knowledge, Skills, and Abilities
Demonstrated experience working with a variety of people at all levels of an organization. Project management, Six Sigma or other operational improvement methodologies highly preferred. Must be self-motivated and comfortable working independently, as a team leader and as a team member. High level of interpersonal skill, written and oral communication necessary to interface with various levels of management. Must demonstrate relevant experience in motivating people who may or may not be direct reports to work as a team in harmony with the goals of the project and the organization.
Classified Title: Project Specialist Working Title: Project Specialist Role/Level/Range: ATP/04/PD Starting Salary Range: Employee group: Full Time Schedule: 8:30a - 5:00p / 37. 5 hrs per week Exempt Status: Exempt Location: 04-MD:School of Medicine Campus Department name: 10002561-SOM Admin Exec Off Gen Administration Personnel area: School of Medicine
The successful candidate(s) for this position will be subject to a pre-employment background check.
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at [email protected]. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
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