Lead Project Specialist at Beacon Health System – Elkhart, Indiana

Reports to the Director, Community Impact (CI). Serves as the lead for project management for coordination and support across the Community Impact Outcomes Team. Responsible for coordinating the daily activities of the Project Specialist(s). Provides support and oversight to the project management components of the Community Health Needs Assessment (CHNA) and Implementation Strategy, ensuring consistent timelines, deliverables, documentation, and reporting across projects.

Trains and supports team members to develop and maintain partner relationships across Beacon’s service area while prioritizing coaching in project management best practices, tools, and standardized workflows, and to provide capacity building and technical assistance services.

Supports comprehensive project management frameworks, tools, and standardized deliverables and timelines; analyzes qualitative and quantitative clinical, operational, and administrative data; supports various quality assurance, performance measures, process improvement plans, strategic planning and analysis, projects and potential new program development and implementation; analyzes data and develops reports that will help monitor and track portfolio-level project progress and outcomes.

MISSION, VALUES and SERVICE GOALS

• MISSION: We deliver outstanding care, inspire health, and connect with heart.
• VALUES: Trust. Respect. Integrity. Compassion.
• SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.

Leads and coordinates assigned and/or identified projects to achieve strategic alignment with divisional and overall Beacon goals to grow volume, value and revenue through development of business plans and opportunities by:

• Establishes, maintains, and enforces standardized project management practices, tools, templates, and reporting expectations for the Outcomes Team.
• Identifying, conceiving and driving project and resource priorities that align with corporate goals and strategies in collaboration with the Director Developing and executing plans to improve existing performance.
• Defining project scope, goals and deliverables that support business goals in collaboration with executive leadership and stakeholders and ensuring alignment across related projects.
• Reviewing projects to assure compliance with federal regulations, departmental guidelines or funding requirements.
• Developing, evaluating and implementing policies or procedures to ensure implementation and completion of projects with consistency across the project portfolio.
• Acting as a liaison between departments, sites and/or agencies to facilitate work flow and resolve barriers impacting timelines.
• Monitoring progress across multiple concurrent projects, identifying risks, dependencies, and capacity constraints.
• Prospectively identifies and escalates potential issues, barriers/risks or obstacles and either achieves resolution or plans contingencies.
• Promoting leadership through collaboration, cooperation and communication across functions and partners. Resolving conflicts by demonstrating leadership and appropriate decision-making competencies.
• Demonstrating project control internally through portfolio-level measurement, assessment, planning and reporting of key outcome measures (metrics).
• Working with Director and site managers on feasibility questions for implementation and timelines in support of Project Specialist-led initiatives.
• Provides direct project management coaching and mentorship to Project Specialists, including planning, prioritization, risk management, documentation, and stakeholder communication.
• Conducting workshops both virtually and in person.
• Delivering standardized presentations to Beacon and community organizations.

Plans, manages and administers business operations and activities as directed in accordance with goals and objectives by:

• Assisting with Strategic planning by coaching department leadership on goal deployment, collaborating on development of departmental goals, tactics and metrics, and supporting the development of Beacon’s Implementation Strategy from the Community Health Needs Assessment.
• Lead Process Improvement activities by facilitating improvement workshops within the BCI department, facilitating improvement events to improve processes with community organizations, and coaching department on use of standard processes and other lean tools with a focus on strengthening project execution and accountability.

Providing appropriate systemic controls for assuring cost effective, quality outcomes/results with the BCI division by:

• Supervising university students and interns as part of community based learning projects, when applicable.
• Coaching Project Specialists in project management, reporting, partner coordination, data tracking, and metric development. Creating personal development plans with the Project Specialist(s) emphasizing growth in project leadership.
• Compiling, analyzing and interpreting quantitative and qualitative information to evaluate program goals.
• Participating in the development, recommendation and implementation of administrative policies, procedures and quality plans and operational strategies for Community Impact projects.
• Coaching in strategic planning to meet both short and long term goals.
• Reviewing issues and facilitating activities that may span organizational and departmental boundaries.
• Maintaining Beacon Health System standards for quality production.

Performs other functions to maintain personal competence and contribute to the overall effectiveness of the department by:

• Maintaining current knowledge of processes, procedures, current developments in clinical and patient care areas and an awareness of governmental, economic and legal factors.
• Visiting community sites to gain an understanding of various processes and projects related to specific assignments.
• Ensuring that all projects are effective in promoting Beacon's mission, vision, and values.
• Completing other job-related assignments and special projects as directed.
• Maintaining records, reports and files as required by policy, procedures and governments regulations.
• Monitoring new trends and development within the industry.
• Completing other job-related assignments and special projects as directed.

ORGANIZATIONAL RESPONSIBILITIES

Associate complies with the following organizational requirements:

• Attends and participates in department meetings and is accountable for all information shared.
• Completes mandatory education, annual competencies and department specific education within established timeframes.
• Completes annual employee health requirements within established timeframes.
• Maintains license/certification, registration in good standing throughout fiscal year.
• Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.
• Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
• Adheres to regulatory agency requirements, survey process and compliance.
• Complies with established organization and department policies.
• Available to work overtime in addition to working additional or other shifts and schedules when required.

Commitment to Beacon's six-point Operating System, referred to as The Beacon Way:

• Leverage innovation everywhere.
• Cultivate human talent.
• Embrace performance improvement.
• Build greatness through accountability.
• Use information to improve and advance.
• Communicate clearly and continuously.

Education/Qualifications:

• The knowledge, skills and abilities as indicated below are normally acquired through the successful completion of a bachelor's or master's Degree in a related field from an accredited college or university; or, education and experience appropriate to project management. Requires 5 to 7 years job related experience and demonstrated project design mastery. Five to 7 years of related experience in coaching. To have had training and experience in process improvement such as Lean, Six Sigma, PMP, CAPM Certification, and/or Change Management. Demonstrated experience overseeing multiple concurrent projects and providing project management leadership or coaching is strongly preferred.

Knowledge & Skills:

• Presents a professional image and demonstrates excellent interpersonal skills necessary to develop and maintain effective working relationships with internal and external contacts.
• Demonstrates strong communication skills, both verbal and written, to articulate ideas clearly and concisely, as well as make effective recommendations and presentations.
• Demonstrates creative ability and imagination to conceptualize, plan, develop, and design project materials and communications.
• Requires ability to work independently on multiple tasks simultaneously and meet deadlines in a fast-paced environment.

Working Conditions:

• Works in an office environment.

Physical Demands:

• Requires the physical ability and stamina to perform the essential functions of the position.