Project Manager III

Apply now (https://secure.dc4.pageuppeople.com/apply/674/gateway/default.aspx?c=apply&lJobID=533548&lJobSourceTypeID=796&sLanguage=en-us) Job no: 533548

Work type: Staff Full-Time

Location: Main Campus (Gainesville, FL)

Categories: Executive/Director/Management

Department: 11900000 - RE-EMERGING PATHOGENS

Classification Title:

Project Manager III

Job Description:

Project Management and HR Duties

Incumbent is responsible for working directly with EPI Assistant Director and other institutional leadership to support execution of prioritized EPI critical initiatives and programs aimed at improving the EPI global training and fellowship program expansion, including the procurement of visas for visiting fellows. The project manager will also be assisting with HR and budgetary duties to maintain staff performances and niche skillsets. Additionally, they will be responsible for assisting with coordinating major projects, assisting with employment documentations and annual review practices. This includes:

• Development and documentation of new and continuing projects, scope, plans and timelines as well as communication of progress towards specific EPI goals to promote and support the mission of the institute.;

• Work in partnership and collaborate with key individuals, committees, and leaders to design, implement, and assure progress in projects related to key initiatives. To achieve these objectives, the project manager will work in partnership with leadership both within the GME office as well as its partners as assigned to ensure successful execution of initiatives.

• Supporting and facilitating EPI leadership efforts related to achievement of key strategic goals.

• Accurately scopes and plans projects and initiatives as assigned.

• Meet expectations related to the identification of key partners, research of relevant issues, collection and synthesis of relevant data, formal project management, staffing and facilitating of committees and work groups, preparation of work plans and communication summaries, and tracking of project status and measures of success.

• Utilize standardized approaches, tools, and technology for internal consultancy.

• Develop and validate standard operating procedures for the EPI Office’s educational projects and events using online management systems when applicable.

• Advises on and drafts UF EPI retention, onboarding, and engagement policies and procedures, maintaining handbooks and employee guides, disseminating updated materials as appropriate.

• Gather information and coordinate the development of project and event budgets. Provide routine reporting on expenses in relation to budget.

• Working with the EPI Assistant Director, conducts appropriate investigations and makes recommendations and policy revisions based on discoveries made during exit interviews and related processes, conducts employee exit interviews and other activities.

• Works with the EPI Assistant Director to develop specific retention programs and identify top performers, planning team building activities, engagement efforts, etc. to improve retention.

• Advises on appropriate employee recognition practices and relevant laws, coordinating the development of recognition programs for review by the EPI Assistant Director.

• Be the "go to" person for the project, and in coordination with subject matter experts and leaders.

EPI Education (Ambassadors) and International Fellowship Program Development

The incumbent is responsible for assisting the EPI Director in developing, enhancing, and sustaining the education and academic programs of the UF Emerging Pathogens Institution in support of the mission of the Institute/Center. This involves evaluating policies, workflows, etc. and proposing creative, innovative solutions to resolve issues arising from the course of normal business operations and market changes. Additionally, the incumbent provides consultation and coaching to leadership, staff, and trainees contributing to the development and increased efficacy of the overall operations of the Institute. This includes:

• Leads the establishment and management of programmatic activities, soliciting input from senior and executive leadership to align the program with established UF EPI priorities from the strategic plan.

• Actively participates in strategic meetings regarding education, international, institutional events, and manages the monitoring and documentation of the academic and fellowship implementation plan.

• Actively engages senior leadership with expertise in program planning and development, including analysis of ongoing projects and projected growth/development, and develop action plans through implementation.

• Working with EPI leadership for budget parameters and priorities, provides a recommended annual budget for the education and fellowship programs for review and approval by leadership.

• Audits and proposes revisions to internal policies and SOPs, working with the Associate Director to notify staff and trainees of updates as necessary.

• Engages with the Associate Director for Outreach and Community Partnerships and the Associate Director for Graduate Programs and Education to review SOPs and workflows, managing development and implementation once approved by relevant leadership.

• Identifies opportunities for improvement and makes proposals to the Associate Director to develop educational/international fellowship programs and policy to resolve problems, disseminating materials and resources as appropriate.

• Serves as academic management consultant to UF EPI education staff, providing advice and guidance related to academic policies and best practices, advising on state and federal compliance regulations, university regulations, and personnel procedures as applicable.

• Serves on internal committees for the creation of SOPs, workflows, and metrics. Collaborates with the Associate Director and support staff to implement and change policies and/or procedures.

• Participates in appropriate educational-related conferences, venues, and meetings as UF EPI representative including the monthly staff meetings, and other meetings and seminars as needed.

Academic Program Manager

In this role, the incumbent serves as the senior expert in educational programs for the UF EPI and is responsible for developing and implementing a comprehensive academic and fellowship program in support of the UF EPI staff, trainees, and faculty members in support of the programs and overall Institute strategic plan. This includes:

• Working with the Associate Director for Graduate Programs and Education to develop an overarching framework plan to address educational areas of growth, need, and/or deficiency.

• Working with the Associate Director, to develop competency-based and assessment guidelines, trainee handbook/manuals, and serve on committees.

• Duties include serving as the primary point of contact for all program planning activities including marketing, budgeting, securing bookings, processing international payments, and developing detailed itineraries.

• Manages program budget process required to establish program fees for every International Program.

• The academic program manager of EPI Training & Education Program develops, implements, and assesses activities to meet the needs of graduate students and postdoctoral trainees.

• Participates in trainee recruitment efforts by attending national recruitment fairs and conferences, developing communication plans to incentivize prospective students, faculty, staff, etc. to accept and/or apply to the UF EPI, University, UF Health system, etc.

• Actively engages national networks, consortia, working groups, and other collaborative entities to support the successful recruitment of graduate students and postdoctoral trainees.

• Liaises with partnering—and potential partner—institutions and organizations as necessary to provide a more comprehensive program in line with the needs of the institute.

• Liaises with UF student and faculty groups and others within the state and federal level to collaboratively drive institutional and community change and align with institute educational needs and priorities.

• Reviews program for satisfactory performance and leads updates to meet the needs of the UF EPI and its strategic goals.

Event Planning and Progress Strategy Implementation

The incumbent is responsible for connecting and planning events and activities of the EPI educational programs under the umbrella of the EPI office.

• Coordinate events, conferences, workshops, seminars, program materials, and pathways for staff and trainees including outreach, shadowing/job-share programs, leadership development, and other opportunities.

• Lead the EPI Office staff/faculty and the Assistant Director in planning and coordinating educational workshops and sessions related to the EPI’s educational programs.

• Evaluate ongoing training needs and procedures, working closely with the EPI Assistant Director and Associate Directors to assess performances and address identified needs from needs assessments, internal committees, External Advisory Board reports, and other resources.

• Working with the EPI Assistant Director, creates and maintains internal procedures for performance evaluation, creating rating methods and instructions, and developing corresponding SOPs.

• Develop written presentation materials at the appropriate level of detail for the audience.

• Coordinate UF Engaged and bi-annual employment review processes and coaching strategies based in the Institute’s core values and in support of the aims of the EPI’s programs.

Expected Salary:

Salary commensurate with experience and expertise

Minimum Requirements:

Master’s degree in an appropriate area and two years of relevant experience; or a bachelor’s degree and four years of relevant experience; or an equivalent combination of education and experience.

Preferred Qualifications:

Master’s degree in business administration or other relevant degree and five years of relevant experience with fellowship and/or academic research programs.

Special Instructions to Applicants:

• In order to be considered all applicants must submit a cover letter, resume, and list of professional references.

• Open to current UF employees only.

• A criminal background check is required.

• Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required:No

Advertised: 16 Oct 2024 Eastern Daylight Time

Applications close: 23 Oct 2024 Eastern Daylight Time