Associate Director, Project Management

New York, NY, United States

Job Type: Officer of Administration

Regular/Temporary: Regular

Hours Per Week: 35

Standard Work Schedule: 9AM-5PM, M-F

Building: 51 Audubon Ave, New York, NY 10032

Salary Range: $120,000-$130,000

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

Reporting to the Chief Operating Officer (FPO), the Associate Director of Project Management provides full-cycle project management support for the ColumbiaDoctors Operations Division.

The Associate Director leads a team of project managers and project analysts providing support and guidance to internal clients and stakeholders; works with a high degree of collaboration and independence to align project outcomes with organizational goals; and ensuring best project management practices are in place.

Responsibilities

Project Management-40%

Designs the full cycle of project management for a large-scale, highly complex project portfolio of work. Collaborates with ColumbiaDoctors C Suite, senior leadership, and other executive sponsors to define full project scope, goals, and deliverables. Duties include

Oversight of the full project portfolio for ColumbiaDoctors Operations Department including the creation and management of the project team.

Proactive approach to seeking project opportunities within the organization.

Identify relevant stakeholders and task ownership and collaborate with internal and external resources

Build project plans, dashboards, status reports, timelines, and resources (PM-related tools & templates).

Attending meetings, performing and tracking tasks and required follow-up, reporting and coordinating with project team members and other stakeholders, managing internal/external resources, conducting research and benchmarking best practices, stakeholder engagement, setting agendas, developing communication plans, identifying risks and other barriers, and making recommendations throughout the project cycle as needed.

Represents the FPO Operations Department and collaborates with tripartite leaders of relevant Enterprise-wide committees to develop strategies to align projects, policies and procedures, standardize data requests/specifications, dashboard maintenance and ensure timely execution of deliverables.

Manages stakeholder communication and relationships including Identification of stakeholders and task owners.

Leads stakeholder/sponsor debriefing to ensure project deliverables are aligned. Develops, recommends, and implements solutions to address concerns. Conduct research, analysis, and related follow-up needed.

Oversees education/guidance on project management best practices for the division. Serve as SME on project management.

Develops and/or contributes to Standard Operating Procedures (SOP).

Other duties as assigned within professional scope of practice/training/education.

Strategy-35%

Collaborates with ColumbiaDoctors senior leadership to determine key performance indicators, measurements and implement project initiatives. Continuously seeks and implements operational and/or performance improvements. Utilizes system dashboards, project tools, and reports to monitor performance and ensure a holistic view of the project cycle. Develops optimization and improvement strategies and utilizes a data-driven methodology to monitor progress.

Promotes and model best practice by evaluating current workflows, measuring performance against industry benchmarks, recommending and overseeing the implementation of new workflow/ polices, and monitoring performance post-implementation.

Collaborates with Operations and Quality senior leadership to create and implement change management strategies. Maximize employee adoption and measure effectiveness. Ensure communication of changes is cascaded throughout unit and feedback channels are in place. Ensures staff support system is in place. Works with senior leadership to address any escalated concerns and identified risks as needed.

Analyzes ROIs and conduct benefits realization.

Manages resources/resource allocations and conducts forecasting.

Establishes and manages relationships with stakeholders and clients. Ensures engagement and consistent communication on deliverables and related matters.

Collaborates with senior leadership to develop tools and strategies for effective communication including, but not limited to: informal and formal presentations for various audiences, feedback channels, senior leadership/stakeholder presentations, vendors, etc. Ensures relevant communication are cascaded to the various interest and stakeholder groups as needed.

Assists management in developing, implementing, and revising departmental policies and procedures.

People-20%

Leads the execution of HR strategy for assigned teams including but not limited to: Performance Management, Talent Management, Recruitment & Retention, Succession Planning, Professional Development, and Employee Engagement. Directs Managers and/or Supervisors on all people-related matters within unit. Ensures timely submission of HR deliverables.

Ensures approved HR strategy is implemented and adhered to in partnership with relevant Human Resources offices (FPOHR, VPSHR, Service Corp, etc). Ensures staff productivity benchmarks and quality measures are achieved. Develops remediation plans as needed. Monitor unit metrics and goals to measure the effectiveness of retention strategies.

Promotes staff professionalism and performance with coaching, training and feedback. Mentors staff in individual and team accountability, modeling behavior and demonstrating best practices/techniques. Demonstrates self-development and keeps current on a variety of facilities management topics.

Establishes a culture of coaching and mentoring to facilitate continuous professional development. Emphasizes shared responsibility for managing performance by helping managers and supervisors set goals, establish an approach, identify learning opportunities, and track performance progress; engages others in finding ways to achieve difficult expectations and improve results. Ensures that support is available to help individuals reach goals, obtain resources, and overcome barriers.

Manage resources/resource allocations and conduct forecasting to ensure the service line is appropriately staffed to meet strategic objectives and project-related milestones under the ColumbiaDoctors Operations portfolio.

Other-5%

Keeps current on all organizational, regulatory compliance, and patient privacy trainings policies (e.g. infection control, public safety, EH&S, HIPAA, OSHA, etc.) and successfully complete all required trainings.

Minimum Qualifications

Bachelor's Degree or equivalent of education and experience.

Minimum of 5 years of related experience, including a minimum 1 year of supervisory experience

An equivalent combination of education and experience may be considered.

Project Management Professional (PMP) or equivalency in certification, advanced coursework, and certificates is required.

Excellent project management skills including executing technical and operational project activities with cross-functional teams.

Excellent organizational skills, time management, and the ability to set priorities among multiple competing objectives, tasks and initiatives is required.

Excellent problem assessment skills, resolution and collaborative problem-solving in complex, and interdisciplinary settings.

Ability to work with a variety of individuals and groups constructively and respectfully while appreciating the unique contributions of an inclusive workforce that brings together the talents of people across multiple identities.

Strong commitment to fostering diversity and equity.

Candidate must be well organized and be able to manage a demanding workload and complex cases in an accurate and timely.

Ability to communicate effectively in both oral and written form.

Ability to work independently, follow through, and handle multiple tasks simultaneously.

Working proficiency in project management software and Microsoft Office Suite is required and an ability and willingness to learn new systems and programs.

Must be a motivated individual with a positive mindset and exceptional work ethic.

Must successfully complete systems training requirements.

Preferred Qualifications

Master's Degree is preferred.

Lean Six Sigma preferred.

Experienced user of electronic medical records (All scripts Touch works and Epic preferred)

Working proficiency with PowerBI and/or Tableau preferred.

Other Requirements

Patient Facing Competencies

Minimum Proficiency Level

Accountability & Self-Management

Level 4 - Advanced

Adaptability to Change & Learning Agility

Level 3 - Intermediate

Communication

Level 3 - Intermediate

Customer Service & Patient-Centered

Level 4 - Advanced

Emotional Intelligence

Level 4 - Advanced

Problem Solving & Decision Making

Level 4 - Advanced

Productivity & Time Management

Level 4 - Advanced

Teamwork & Collaboration

Level 3 - Intermediate

Quality, Patient & Workplace Safety

Level 4 - Advanced

Leadership Competencies

Minimum Proficiency Level

Business Acumen & Vision Driver

Level 3 - Intermediate

Performance Management

Level 3 - Intermediate

Innovation & Organizational Development

Level 3 - Intermediate

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.