Project Manager, ACE Job at Yale University in New Haven

Project Manager, ACE

University Job Title: Project Administrator

Bargaining Unit: None - Not included in the union (Yale Union Group)

Time Type: Full time

Duration Type: Regular

Compensation Grade: Administration & Operations

Compensation Grade Profile: Supervisor; Senior Associate (P5)

Wage Ranges: Click here to see our Wage Ranges

Searchable Job Family: Administration, Clinical

Total # of hours to be worked: 37.5

Work Week: Standard (M-F equal number of hours per day)

Work Location: Medical School Campus

Worksite Address: 333 Cedar Street New Haven, CT 06510

Work Model: Hybrid

Position Focus: Reporting to the CAO for the Aligned Clinician Enterprise (ACE), this role will be responsible for management, coordination and implementation of projects assigned by the CEO and CAO. Project manager structures, plans and sees through to execution medium to large scale projects and proactively participates in major change initiatives to ensure successful completion on time and within budget for ACE. Closely collaborates and builds relationships with key stakeholders and departments from within and outside of Yale Medicine and Yale School of Medicine, such as NEMG, and across YNHHS. Performs a variety of project, administrative, operational, analytical, coordination and reporting functions as assigned. Performs high level, specialized or confidential administrative and operational duties for the C-suite, including researching data, preparing presentations and supporting process redesign.

Responsibilities:

1. Oversees, coordinates and sees through to completion the execution and implementation of detailed project plans in concert with stakeholders.
2. Manages several routine projects simultaneously and ensures that the documentation and prioritization objectives are met.
3. Builds and maintains relationships with key stakeholders, including internal to University and YSM and external partners across YNHHS.
4. Facilitates communication and collaboration among stakeholders to support project goals.
5. Prepares and manages a high volume of correspondence, reports and documents.
6. May create detailed project plans including timelines to ensure successful project completion.
7. Oversees and executes the organization and coordination of meetings, conferences, events, travel, etc.
8. Serves as primary contact between the Officer or Senior Leader and other offices and staff and faculty.
9. Arranges and prepares agenda / materials for meetings, conferences, events, etc.
10. Prepares and collects documents and materials for committee meetings and responsible for taking meeting minutes and following up on pending deliverables.
11. May oversee and coordinate onboarding activities for new staff members.
12. Coordinates recruiting and other related efforts.
13. Complies with standard policies and procedures.
14. May supervise and train executive assistants and/or junior project managers.
15. May perform other duties as assigned.

Essential Duties:

1. Manages special projects ranging from academic to financial from inception to completion, which requires quantitative analysis, independent research, and the proposal of resolutions or conclusions.
2. Creates and envisions programmatic initiatives and communication strategies.
3. Designs and develops communications strategies for special projects.
4. Develops and exercises a keen understanding of the multiple audiences and contributing University offices involved in a given project to ensure that individual communications are rolled out within a structure planned in advance and with appropriate communication among key stakeholders.
5. Envisions, creates and authors a wide variety of sensitive and high-level written materials.
6. Serves as coordinator and executor for a range of internal and external committees.
7. May participate in decisions regarding committee work.
8. Advises panelists on precedents and prior actions.
9. Serves as Secretary for committee(s), manages informal and formal resolution processes and voluminous correspondence.
10. May supervise the work of project coordinator and administrative staff.
11. Serves as liaison to other departments on all communications.
12. Contributes to design, organization, and maintenance of department website.
13. May perform other duties as assigned.

Required Education and Experience:

Bachelor’s Degree in a related field and four years of related work experience or an equivalent combination of education and experience.

Required Skill/Ability 1:

Excellent organizational, interpersonal, and verbal and written communication skills. Demonstrated ability to interact professionally with all levels of faculty, administrators and staff.

Required Skill/Ability 2:

Excellent computer skills, demonstrated exceptional facility with word, excel, outlook suite, power point. Ability to learn new applications and platforms. Demonstrated strong analytical and critical thinking skills.

Required Skill/Ability 3:

Ability to plan, organize, and manage a large volume of work and many different administrative tasks in a complex, fast-paced environment. Ability to engage in several tasks at the same time and ability to tolerate frequent interruptions in any one task and still execute it in a reasonable time frame.

Required Skill/Ability 4:

Ability to relate comfortably and knowledgeably to a wide range of individuals within YSM, the University, and across YNHHS. Strong service orientation. Strong attention to detail and accuracy.

Required Skill/Ability 5:

Demonstrated ability to anticipate challenges and identify opportunities for improvement, taking initiative to recommend, develop and implement effective solutions. Ability to assess project needs, prioritize tasks, and act decisively or escalate as appropriate, to proactively address issues ensuring smooth project execution and stakeholder satisfaction.

Preferred Education, Experience and Skills:

Experience with Visio. Experience supporting Sr Leadership (Director level and Up).

Drug Screen: No

Health Screening: No

Background Check Requirements: All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check.

Posting Disclaimer: The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

EEO Statement: University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note: Yale University is a tobacco-free campus.