Project Specialist - HR Client Services - Hybrid (Some onsite)

Overview

JOB SUMMARYAt Houston Methodist, the Project Specialist position provides analytical and specialized technical support to department management as well as basic financial tracking of department expenditures, processing of invoices as appropriate. This position is responsible for specific moderately complex, project-oriented assignments which include leading, coordinating and completing projects related to operational activities. The Project Specialist position must be resourceful in seeking solutions, be pro-active 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 high-level 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.

The Project Specialist in HR Client Services will support department projects including but not limited to: Affirmative Action Planning, EEO Compliance, Employee Engagement, Employee Recognition, and the Employee Separation Program. Prior experience in these areas is highly preferred. Knowledge of EEO laws, affirmative action goals, and event or other complex task management is required. 

Houston Methodist Standard

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.
• Focuses on patient/customer safety
• 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 rounds with patients/customers to ensure their needs are being met
• Involves patients (customers) in shift/handoff reports byenabling their participation in their plan of care as applicable to the given job

Responsibilities

PRIMARY JOB RESPONSIBILITIESJob responsibilities labeled EF capture those duties that are essential functions of the job.PEOPLE - 20%

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. (EF)

Participates in, and may direct, problem definition and resolution activities. Maintains customer confidence and protects operations by keeping information confidential. (EF)

Effectively communicates with key contacts to obtain information that relates to strategic initiatives as highlighted by management. Presents information to management to support decision-making. (EF)

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. (EF)

SERVICE - 25%

Conserves management's time by reading, researching, collecting and analyzing information. Composes complex confidential correspondence for administrative purposes. Prepares materials for formal or informational presentations. (EF)

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 co-workers in overflow of work and responsibilities. (EF)

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. (EF)

QUALITY/SAFETY - 25%

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. (EF)

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. (EF)

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. (EF)

FINANCE - 20%

Uses resources efficiently; does not waste supplies. Self-motivated to independently manage time effectively and prioritize daily tasks. Utilizes time efficiently and helps other team members. (EF)

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. (EF)

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

GROWTH/INNOVATION - 10%

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 on-going basis. Ensures own career discussions occur with appropriate management. (EF)

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

This job description is not intended to be all inclusive; 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.

Qualifications

EDUCATION REQUIREMENTS

• Bachelor's degree

EXPERIENCE REQUIREMENTS

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

License/Certification

CERTIFICATIONS, LICENSES AND REGISTRATIONS REQUIRED

• None

KSA/ Supplemental Data

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

• Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going 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 co-workers 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 v-lookups, and managing large data sets). Intermediate word-processing 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 Yes/NoUniformNoScrubsNoBusiness professionalYesOther (dept approved)No

 

On-Call* No (for Non-Exempt or Exempt jobs)*Note that employees may be required to be on-call during emergencies (i.e. Disaster, Severe Weather Event, etc.) regardless of selection above.    Travel**  May require travel withinYes Houston Metropolitan area 

 

May require travel outsideNoof Houston Metropolitan area **Travel specifications may vary by department. 

Please note any other special considerations to this job: _________________________

Company Profile

Houston Methodist (HM) is one of the nation’s leading health systems and academic medical centers.  HM consists of eight hospitals: Houston Methodist Hospital, its flagship academic hospital in the heart of the Texas Medical Center, and seven community hospitals throughout the greater Houston metropolitan area.  HM also includes an academic institute, a comprehensive residency program, a global business division, numerous physician practices and several free-standing emergency rooms and outpatient facilities.  Overall, HM employs over 25,000 employees.   Houston Methodist is supported by a wide variety of business functions that operate at the system level to help enable clinical departments to provide the best patient care and service in a spiritual environment.

 

In 2019 Houston Methodist and its physicians treat more than 6,333 international patients from more than 76 countries. Houston Methodist Global Health Care Services’ consulting and education divisions also provide advisory services and training and development to health care organizations around the world.