Project Specialist Growth & Development

The Rector & Visitors of the University of Virginia

United States, Virginia, Charlottesville

1215 Lee Street (Show on map)

Nov 07, 2024

Project Specialist - Growth & Development

Job Code: AD1503

ABOUT US

We are welcoming a new era in healthcare where achieving good health is just the beginning. At UVA Health Northern VA & Culpeper, we believe in caring for the whole person by getting to know - and making connections with - our patients. By combining the talent and expertise of our people, the breadth of capabilities across our system, and our commitment to helping our communities get better and stay healthy, we are improving the patient experience.

As a UVA Health Northern VA & Culpeper team member, you will have a voice in patient care decisions, support the most advanced medical technologies and feel a strong sense of satisfaction from making a difference in people's lives every day.

JOB TYPE

Classification: Exempt

Supervises Positions: No

JOB SUMMARY

Reporting to Directors for Growth and Development in a dyad reporting structure, the primary responsibilities and essential functions the Project Specialist will perform include:

This role will support execution on various high priority, high visibility multiple projects that span across the organization and/or division.
Responsible for maintaining an overall project inventory and detailed task lists for the Growth and Development Team. Assist with the development of work plans and task trackers, provides a consolidated view of team deliverables by week/sprint cycle to assist leaders with the simultaneous execution of parallel strategic initiatives. Produce progress reports or status updates as requested.
Responsible for project management and support which includes the collection, management and distribution of project information.
Coordinates, consolidates and maintains project materials in regard to coordinating meetings, preparing agendas, recording meeting minutes, coordinating of presentation material and developing/coordinating/ managing data reports by project deadlines.
Responsible for follow up of action items to continue to advance on priorities. Coordinates proper approval of information. Ensures follow-up is completed and communication occurs on next steps. Drives task management and follow-up to ensure projects are current and accurately reflects the project state as well as deadlines are met.
Responsible for collaborating with project leads/team members to ensure they are updated of any potential issues and risk and provided with that information in a timely manner.
Projects assigned could involve committees, data analysis/reporting, and/or executive type document projects and would require research to obtain knowledge base and understanding on how to meet the expectations of those projects.
Obtains, consolidates and maintains project materials, reports. Develop detailed project schedules and follow-ups with project team members and/or project leaders to ensure completion of tasks and action items to ensure project stays on schedule.
Identify, communicate and problem solve potential issues with projects and keep stakeholders informed in a timely manner.
Utilizes a variety of reporting tools and methodologies as needed to produce reports (i.e. Excel, Access, Power Point, Other databases as assigned).
Manages multiple complex projects simultaneously.
Comply with project standards/ expectations. Execute tasks as defined by customer(s) in order to achieve the project goals
Supports site visits coordination with key stakeholders.
Other duties as assigned

Proactive, possesses a can-do attitude and can perform in a fast-paced, multi-task environment. Position will require the ability to work under pressure and react calmly and effectively to challenges. Highly organized, detail oriented and can work independently and interdependently. Team player, who is self-directed, computer literate, and neat in appearance and always exhibits professional conduct and discretion.

Communication: Demonstrates effective interpersonal communications skills.

Engages in active listening, asking questions when appropriate.
Delivers engaging, informative, well-organized presentations when requested.
Effectively uses various technology communication methods to keep stakeholders informed of progress of projects and/or issues.
Maintains good working relationships and rapport with project stakeholders, as well as internal and external clients and or vendors.

Teamwork: Seeks opportunities to increase business satisfaction and deepen relationships.

Improves team performance by mentoring, training, and motivating in order to facilitate cooperation.

Professional Competency: Enhances professional competency through continuing education and researching of material internally or externally.

Demonstrates strong organizational and time management skills.
Uses critical thinking to assist in decision making and issue resolution.
Updates professional skills by taking educational classes as needed.

The incumbent may be asked to perform additional duties as assigned.

QUALIFICATIONS

Education: 4 Year/Bachelor's Degree required.

Experience: 3 Years of experience required. Minimum of five years of administrative or senior administrative experience preferred. Healthcare experience preferred. Refer to the Life Support Training Policy for additional details.

Licensure: N/A

Additional Skills/Requirements Required:

Knowledge and exposure of project management practices.

Excellent communication skills (written & verbal) both internally to the project team and to executives.

Good relationship management skills that include good listening and consultative abilities, as well as the ability to establish credible relationships with business partners to drive change.

Ability to use Microsoft Office tools, including Microsoft Word, Excel, Access, PowerPoint, Visio.

Ability to drive/travel to multiple locations/facilities as needed for project assignments.

Additional Skills/Requirements Preferred: N/A

PHYSICAL DEMANDS

Physical Demand Code: 3A, Administration

Work Function/Activity: Sedentary to Light Physical Demand

The job requires frequent sitting, standing, walking, and bending/stooping. Frequent repetitive body movements. Proficient communicative, auditory, and visual skills. Attention to detail and ability to write legibly. Ability to lift/push/pull up to 20 lbs. occasionally. This job description may not include all assigned duties, responsibilities, or aspects of the job described. It may be amended at any time at the sole discretion of UVA Health Northern VA & Culpeper.

OTHER

May require the use of safety equipment, such as HEPA mask, for infection prevention: Yes
On call responsibilities as directed: No
Ability to travel between campus buildings, remote facilities, and out of town as needed: Yes

The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician's Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.