Project Specialist - AOCT Administration

This project specialist role will report to the Academic Office of Clinical Trials and be involved in the Research Institutes priority projects related to clinical trials. This role requires someone with exceptional attention to detail strong initiative problemsolving skills and excellent customer service. Previous experience with clinical trials is preferred.

At Houston Methodist the Project Specialist position provides analytical and specialized technical support to department management as well as tracking of department projects processing of invoices and agreements as appropriate. This position is responsible for specific moderately complex projectoriented assignments which include leading coordinating and completing projects related to operational activities. The Project Specialist position must be resourceful in seeking solutions be proactive and have the ability to handle multiple projects at one time with extreme attention to detail. This position works under the guidance and direction of management and is accountable for highlevel clerical support functions project work and compliance activities including analysis implementation coordination and reporting of project activities initiated by or assigned to department. Additionally this position serves as a resource in facilitating the implementation and/or rollout of initiatives and tracks to ensure implementation is meeting scheduled milestones.

PATIENT AGE GROUP(S) AND POPULATION(S) SERVED
Refer to departmental Scope of Service and Provision of Care plans as applicable for description of primary age groups and populations served by this job for the respective HM entity.

HOUSTON METHODIST EXPERIENCE EXPECTATIONS

• Provide personalized care and service by consistently demonstrating our I CARE values:
  • INTEGRITY: We are honest and ethical in all we say and do.
  • COMPASSION: We embrace the whole person including emotional ethical physical and spiritual needs.
  • ACCOUNTABILITY: We hold ourselves accountable for all our actions.
  • RESPECT: We treat every individual as a person of worth dignity and value.
  • EXCELLENCE: We strive to be the best at what we do and a model for others to emulate.

• Practices the Caring and Serving Model

• Delivers personalized service using HM Service Standards

• Provides for exceptional patient/customer experiences by following our Standards of Practice of always using Positive Language (AIDET Managing Up Key Words)

• Intentionally collaborates with other healthcare professionals involved in patients/customers or employees experiential journeys to ensure strong communication ease of access to information and a seamless experience

• Involves patients (customers) in shift/handoff reports by enabling their participation in their plan of care as applicable to the given job

• Actively supports the organizations vision fulfills the mission and abides by the I CARE values

PEOPLE ESSENTIAL FUNCTIONS

• Facilitates open professional (verbal nonverbal written) communication to achieve mutual understanding. Communication to promote both work efforts and problem resolution is clear and professional providing the highest quality service during every customer and patient encounter.

• Participates in and may direct problem definition and resolution activities. Maintains customer confidence and protects operations by keeping information confidential.

• Effectively communicates with key contacts to obtain information that relates to strategic initiatives as highlighted by management. Presents information to management to support decisionmaking.

• Collaborates to foster healthy relationships in the work environment such as mitigation of conflict. Contributes to improvement of department scores for employee engagement on department scorecard.

SERVICE ESSENTIAL FUNCTIONS

• Conserves managements time by reading researching collecting and analyzing information. Composes complex confidential correspondence for administrative purposes. Prepares materials for formal or informational presentations.

• Coordinates meetings relevant to project scope. Prepares meeting minutes and meeting materials as requested. Performs administrative and operational activities of a complex nature as appropriate. Maintains confidential documents prepares agendas for matters of consideration at meetings establishes priorities and deadlines for completion of projects and works with coworkers in overflow of work and responsibilities.

• Serves as support to interprofessional workgroups throughout all HM entities. Assists during internal audits and other audits as appropriate. Works in collaboration with other entity operations staff to ensure synergy in duties and reporting.

QUALITY/SAFETY ESSENTIAL FUNCTIONS

• Responsible for the management and completion of projects within the department tracking and documenting data management project progress and maintaining accurate project record files. Updates actual progress and forecasts remaining work schedule.

• Performs data management and analysis with little supervision. Conducts data analysis and creates reports and spreadsheets using various software based on project needs or deliverables in order to track project benchmarks and make recommendations for change. Utilizes technology resources for assigned projects.

• Ensures quality and timely execution of project deliverables. Coordinates multiple deadlines related to project scope requiring resources including but not limited to reports and presentations. Thoroughly tracks all metrics related to activities and maintains associated paperwork files and calendar documentation.

FINANCE ESSENTIAL FUNCTIONS

• Uses resources efficiently; does not waste supplies. Selfmotivated to independently manage time effectively and prioritize daily tasks. Utilizes time efficiently and helps other team members.

• Assists in the preparation tracking and projection of annual operating budget and other department activities. Provides support in development and monitoring of system operations and project budget as appropriate.

• Provides monthly reports and works with applicable departments (e.g. MARS Finance etc.) to verify department transactional accuracy as assigned.

GROWTH/INNOVATION ESSENTIAL FUNCTIONS

• Identifies and assumes responsibility of own learning needs consults with team experts and seeks continuing education opportunities to meet those needs. Completes and updates the individual development plan (IDP) on an ongoing basis. Ensures own career discussions occur with appropriate management.

• Offers innovative solutions through participation in performance improvement projects and activities. Follows up on action items to ensure completion of assignments.

This job description is not intended to be allinclusive; the employee will also perform other reasonably related business/job duties as assigned. Houston Methodist reserves the right to revise job duties and responsibilities as the need arises.

EDUCATION

• Bachelors degree

WORK EXPERIENCE

• Two years experience in related discipline to include one year of project management experience

LICENSES AND CERTIFICATIONS REQUIRED

• N/A

KNOWLEDGE SKILLS AND ABILITIES

• Demonstrates the skills and competencies necessary to safely perform the assigned job determined through ongoing skills competency assessments and performance evaluations

• Sufficient proficiency in speaking reading and writing the English language necessary to perform the essential functions of this job especially with regard to activities impacting patient or employee safety or security

• Ability to effectively communicate with patients physicians family members and coworkers in a manner consistent with a customer service focus and application of positive language principles

• Strong analytical and interpersonal skills

• Advanced spreadsheet skills (i.e. creating pivot tables performing vlookups and managing large data sets). Intermediate wordprocessing and presentation software skills

• Strong project and time management skills

• Initiative Exhibits resourcefulness independent action and judgment that are position appropriate. Evaluates selects and acts on various methods and strategies for solving problems and meeting objectives

• Professional handling of exposure to confidential/sensitive information

• Demonstrates flexibility and adaptability in the face of changing demands

SUPPLEMENTAL REQUIREMENTS

WORK ATTIRE

• Uniform No
• Scrubs No
• Business professional Yes
• Other (department approved) No

ONCALL*
*Note that employees may be required to be oncall during emergencies (ie. DIsaster Severe Weather Events etc) regardless of selection below.

• On Call* No

TRAVEL**
**Travel specifications may vary by department**

• May require travel within the Houston Metropolitan area Yes
• May require travel outside Houston Metropolitan area No

Houston Methodist Research Institute was formed in 2004 to rapidly and efficiently translate discoveries made in the laboratory and the clinic into new diagnostics therapies and treatments. The research institute was created to provide the infrastructure and support for these endeavors and to house the technology and resources needed to make innovative breakthroughs in important areas of human disease. A 540000 square foot building dedicated to research the research institute houses over 1500 staff and trainees 284 principal investigators and has more than 570 ongoing clinical trials.