Job Description

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.
Position Responsibilities:
Responsibilities include but are not limited to the following:
    Logistics management:
o    Manage logistics effectively and efficiently for programs and offerings
o    Schedule and coordinate in-person meetings, teleconferences, and web seminars
o    Manage contracts with faculty and facilitate contracting, addendum, and renewal processes when appropriate.
o    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:
o    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
o    Plan, monitor and disseminate project communications in a timely manner
o    Develop and foster relationships with customers, partners, and faculty
o    Produce clear and concise meeting minutes, and proactively identify next steps from discussions to move project workstreams forward
o    Answer emails and requests clearly and promptly
o    Ability to navigate difficult situations, including seeking input, escalation, and problem solving
o    When appropriate, support the planning and creation of written materials such as newsletters, slides, and other project documents
    Project support:
o    Support project team to design, develop, and drive program workplans to achieve desired results
o    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
o    Manage basic project budgets or support budget management when appropriate
o    Provide assistance to Project Manager or Director in facilitation of internal and external project meetings (when appropriate) to meet desired outcomes
o    Work with team members to prioritize and to timely and accurately complete project tasks
o    Understand and anticipate project needs and work with teams to mitigate potential roadblocks
    Act as a "steward of improvement"-use quality improvement tools to continuously improve all processes, and when appropriate support other teams in improvement efforts
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
o    Ability to anticipate needs of a project/department and work to meet those needs
o    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
o    Commitment to treating all individuals with respect
o    Ability to relate well to others and build appropriate rapport
o    Willingness to work in teams