Job Description

ASSOCIATE PROJECT MANAGER

IHI is a leading innovator in health and health care improvement worldwide. For more than 25 years, we have partnered with visionaries, leaders, and front-line practitioners around the globe to spark bold, inventive ways to improve the health of individuals and populations. Recognized as an innovator, convener, trustworthy partner, and driver of results, we are the first place to turn for expertise, help, and encouragement for anyone, anywhere who wants to change health and health care profoundly for the better. Learn more at ihi.org.

As an integral IHI team member, the Associate Project Manager is responsible for supporting Project Managers and Directors by assisting with tasks as needed for the management of all activities in a portfolio of projects. The Associate Project Manager works closely with internal IHI teams, faculty, and customers (individuals and organizations) to ensure delivery of the most effective and efficient programs and services to drive the improvement of health and health care outcomes worldwide.

THIS POSTING REPRESENTS TWO ROLES ONE STANDARD ASSOCIATE PROJECT MANAGER, AND ONE ASSOCIATE PROJECT MANAGER THAT WORKS HALF TIME ON IHI'S BUSINESS DEVELOPMENT TEAM, AND HALF ON THE DELIVERY SIDE. THE BUSINESS DEVELOPMENT TEAM RESPONSIBILITIES ARE LISTED AT THE BOTTOM OF THE POSTING.

POSITION RESPONSIBILITIES:

• Logistics management:
  • Manage logistics effectively and efficiently for programs and offerings
  • Schedule and coordinate in-person meetings, teleconferences, and web seminars
  • Manage contracts with faculty and facilitate contracting, addendum, and renewal processes when appropriate.
  • Coordinate internal and external onsite visits, and ensure that staff, faculty, and external partners have been appropriately briefed and provided proper preparation materials
• Team communications and relationships:
  • Act as a key liaison/communication link between project teams (Project Manager, Director, Faculty, Improvement Advisor, IHI staff), IHI Management, customers, and other IHI departments
  • Plan, monitor and disseminate project communications in a timely manner
  • Develop and foster relationships with customers, partners, and faculty
  • Produce clear and concise meeting minutes, and proactively identify next steps from discussions to move project workstreams forward
  • Answer emails and requests clearly and promptly
  • Ability to navigate difficult situations, including seeking input, escalation, and problem solving
  • When appropriate, support the planning and creation of written materials such as newsletters, slides, and other project documents
• Project support:
  • Support project team to design, develop, and drive program workplans to achieve desired results
  • Work with faculty and other project staff to ensure coaching/teaching materials are edited, uploaded and shared with appropriate audiences and teams in a timely manner
  • Manage basic project budgets or support budget management when appropriate
  • Provide assistance to Project Manager or Director in facilitation of internal and external project meetings (when appropriate) to meet desired outcomes
  • Work with team members to prioritize and to timely and accurately complete project tasks
  • Understand and anticipate project needs and work with teams to mitigate potential road blocks
• Act as a "steward of improvement", using quality improvement tools to continuously improve all processes, and when appropriate support other teams in improvement efforts

BUSINESS DEVELOPMENT TEAM COMPETENCIES (one of these roles is 50% Business Development Team)

Business Development Operational Support

• CONTRACT AND GRANT PROCESSING: Process grant and contract agreements as part of new project set-up including sending trigger email to relevant teams, pulling key information from agreements, and updating relevant systems.
• SALESFORCE MAINTENANCE: Take a key role in maintaining and updating Salesforce, IHI's sales automation software, including updating information on opportunities, adding new accounts and contacts, and developing reports to inform strategic decisions.
• STANDARD WORK IMPROVEMENTS: Develop, update, and maintain standard work documents related to proposal/concept document content, budget assumptions, supporting documents and contract terms and conditions.
• PROJECT HAND OFF SUPPORT: Support in developing materials for hand-off of new projects to the Project Implementation and Finance teams including creating the agenda, presentation with key project information and ensuring systems are updated.
• NEW OPPORTUNITY TRACKING: Proactive tracking of potential opportunities with potential funders including governments (e.g. grants.gov and https://beta.sam.gov/) or foundations.
• MEETING SUPPORT: Schedule internal and customer meetings/calls, take notes, capture key actions, and develop agendas (as needed). This may include support to weekly/bi-weekly Regional Business meetings.
• CUSTOMER REQUEST TRACKING: Support standard processes around Customer Experience and Customized Services requests, North America Marketing and Customer Experience dashboard and reporting around leads and prospects.

Business Development Support

• RESEARCH AND ANALYSIS: Conduct research on customers, market trends, new priority countries and develop country reports, policy environment, competitive landscape, global business and regulatory environment and other relevant topics (as required).
• PROPOSAL ORGANIZATION AND PLANNING: Coordinate and follow up with relevant stakeholders (funders, customers, subcontractors, content experts, design team members) to collect and organize documents and deliverables related to project design and proposal development.
• PROPOSAL DEVELOPMENT: Support proposal development with Business Managers (as needed)
• BUDGET DEVELOPMENT: Support the development of project budgets using Excel templates or by inputting in Adaptive Insights with Business Managers (as needed).
• SUPPORTING DOCUMENTS MANAGEMENT: Prepare and collect supporting documents for large proposals (bios, CVs, tax documents) by coordinating with other Teams such as Finance and HR.
• SUB-AWARDEE AND PARTNER COORDINATION: Collaborate and coordinate with proposed partners and sub-grantees to ensure that they provide required information as needed to support the proposal process.
• BUSINESS DEVELOPMENT PROCESS: Partner with Business Managers on select strategic high value opportunities throughout the project design and business development process.

POSITION KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to be detail-oriented
• Highly organized and skilled at managing numerous details for multiple projects
• Ability to read and interpret basic project budgets
• Ability to manage and prioritize work
• Ability to multi-task and prioritize, establish timelines and meet deadlines
• Ability to organize and plan work so that the most critical tasks are addressed first
• Ability to adapt to unanticipated events and implement plans/structures for accomplishing work
• Dedicated to meeting the expectations and requirements of internal and external customers
• Capable of remaining composed under pressure
• Ability to be proactive
• Ability to anticipate needs of a project/department and work to meet those needs
• Ability to work independently with minimum guidance, when necessary
• Possess high level problem-solving skills and can think quickly to identify potential solutions
• Excellent interpersonal communication (verbal and written)
• Ability to foster and maintain effective relationships
• Commitment to treating all individuals with respect
• Ability to relate well to others and build appropriate rapport
• Willingness to work in teams
• Strong interest in self-development
• Commitment to IHI's values
• Commitment to equity, anti-racism, and the improvement of societal systems.

POSITION QUALIFICATIONS:

• Bachelor's degree or equivalent experience required
• Previous work experience in a professional environment
• Proficiency with Microsoft Word, Excel and PowerPoint required
• Experience or knowledge of health and/or health care helpful

IHI is proud to be an equal opportunity workplace and an affirmative action employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, political beliefs, gender identity or Veteran status. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. If you have a disability or special need that requires accommodation to complete our application, please let us know.

JOB POSTED BY APPLICANTPRO