Project Manager

Job Description

Job Description

Description:

Reporting directly to the Chief Operating Officer (COO), the Project Manager provides critical executive, administrative, and developmental support to the Operations team, which includes the COO, VP of Safety and Regulatory Compliance, SVP of Site Operations, and Director of Facilities, among others. The Project Manager is responsible for leading complex, cross-functional operational initiatives that advance Zufall Health's strategic priorities and improve organizational performance. This position manages projects from conception through implementation, ensuring milestones, budgets, timelines, and measurable outcomes are achieved. The Project Manager partners with operational, clinical, administrative, and executive leaders to drive process improvement, implement new initiatives, monitor key performance indicators (KPIs), and ensure projects deliver sustainable results aligned with the organization's mission. The ideal candidate is a highly organized and analytical professional with exceptional project management, facilitation, and change management skills who thrives in a fast-paced healthcare environment.

Essential Functions, Duties, and Responsibilities

Project Leadership

• Lead multiple complex, enterprise-wide operational projects simultaneously, ensuring timely completion within scope and budget.
• Develop comprehensive project plans, timelines, work breakdown structures, risk mitigation plans, communication strategies, and implementation roadmaps.
• Coordinate cross-functional project teams while maintaining accountability for project deliverables.
• Facilitate project meetings, document action items, monitor progress, and remove barriers to successful implementation.
• Prepare executive-level project updates, dashboards, presentations, and status reports for senior leadership and the Board as appropriate.

Operational Excellence

• Support the COO in executing strategic operational initiatives across clinical and non-clinical departments.
• Lead projects related to patient access, scheduling optimization, care coordination, facilities, pharmacy operations, revenue cycle, support services, technology implementation, workflow redesign, and other operational priorities.
• Analyze existing workflows and recommend process improvements using Lean, Six Sigma, PDSA, or other performance improvement methodologies.
• Identify operational risks and develop mitigation strategies to support successful project outcomes.

Performance Measurement & Analytics

• Assists with the tracking and organization of biannual Employee Satisfaction Surveys including assigning and reminding staff of deliverables, setting deadlines, compiling data and averaging scores by site and provider; and disseminating results to individuals.
• Develop meaningful project metrics and performance dashboards.
• Establish baseline performance measures and monitor progress toward defined goals.
• Analyze operational data and identify trends, opportunities, and barriers.
• Produce regular KPI reports that support data-driven decision making.
• Ensure projects include measurable outcomes, sustainability plans, and post-implementation evaluations.

Examples of metrics may include:

• Patient access and third-next-available appointment
• No-show and cancellation rates
• Patient satisfaction
• Provider productivity
• Cycle time improvements
• Financial performance
• Pharmacy growth metrics
• Quality measure performance
• Revenue enhancement
• Operational efficiency indicators
• Employee engagement and adoption measures

Compliance & Safety

Assists the VP of Safety and Regulatory Compliance with the following:

• Monitors the HIPAA consent internal audit in Tableau and reports findings to the VP of Safety and Regulatory Compliance.
• Assists with completion of required HIPAA monitoring activities in Zufall's compliance platform.
• Coordinates and completes the annual Hazard Vulnerability Analysis for each Zufall facility in collaboration with the SVP of Site Operations and site managers.
• Coordinates the collection and retrieval of monitoring activities and supporting documentation from departments for the Compliance and Safety Committees.
• Facilitates compliance and safety project meetings by preparing and distributing agendas, supporting documents, and meeting materials; attending meetings; documenting attendance; preparing draft meeting minutes and summaries; tracking action items; monitoring project progress; and following up to help remove barriers to successful implementation.
• Completes special projects, including developing PowerPoint presentations, spreadsheets, reports, and other project-related materials.
• Captures, analyzes, and processes data for quality assurance and compliance initiatives in collaboration with operational teams.

Change Management

• Lead organizational change initiatives associated with operational improvements.
• Develop communication and implementation plans that promote stakeholder engagement.
• Assist departments in adopting new workflows and operational standards.
• Facilitate training sessions and provide ongoing implementation support.

Collaboration

• Serve as liaison between executive leadership and operational departments.
• Build collaborative relationships across medical, dental, behavioral health, pharmacy, finance, human resources, information technology, facilities, and quality departments.
• Coordinate with external vendors, consultants, contractors, and community partners as required.
• Performs other duties as assigned in all categories.

Requirements:

Knowledge, Skills, and Abilities

• Proficiency in Windows, including MS Word, EXCEL, PowerPoint and graphic applications required.
• Proficiency in eClinicalWorks (eCW) preferred but not required.
• Excellent written and verbal communication skills, telephone skills and etiquette.
• Fluency in spoken and written Spanish required.
• Strong analytical, problem-solving, and assessment skills.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail; plan and perform complex administrative duties; establish priorities and organize work.
• Highly organized and able to meet multiple deadlines.
• Excellent interpersonal skills and ability to work cohesively with a team and build working relationships with others.
• Ability to exercise interpersonal skills using tact, patience, and courtesy.
• Excellent time management skills.
• Self-starter and the ability to work independently with minimal supervision and with professional discretion.
• Ability to maintain confidentiality in all organizational matters.

Education, Training, and Experience

• Bachelor’s degree in business administration, health services, public health, or related field.
• Strong project management methodology and organizational skills.
• Excellent analytical and problem-solving abilities.
• Ability to interpret operational and financial data.
• Experience developing executive dashboards and KPI reports.
• Exceptional written, verbal, and presentation skills.
• Strong facilitation and meeting management skills.
• Ability to manage competing priorities in a dynamic environment.
• Advanced Microsoft Office skills, particularly Excel and PowerPoint.