Develop and manage master project plans that coordinate individual work tasks, schedules and preliminary project budgets.
Work collaboratively as part of a larger project management team to support equitable vaccine planning and implementation across Oregon.
Assemble and lead meetings with project team members and stakeholders to define project scope.
Organize project teams according to project requirements.
Lead project teams to identify time frame, funding limitations, methods for accomplishing the project, and allotment of available resources to various phases of the project.
Identify specific tools or equipment needed by the project team; obtain needed resources at the proper project phase or step.
Prepare project budgets that summarize total expected costs and develop methods to track budget expenditures.
Create documentation procedures to capture and deal with changes in original project plan.
Lead project teams to produce work breakdown structures that outline the individual project plans; assign duties, responsibilities and scope of authority to project team members.
Identify project risks, and decide which risks are likely to affect the project. Design strategies to manage and mitigate those risks
Develop with Vaccine Communications a plan to communicate with and involve project stakeholders.
Project Execution, Control, and Closure -
Lead and direct the activities of vaccine project teams to make certain projects progress on schedule and within prescribed budget.
Monitor progress of work assignments; adjust and revise project schedules; coordinate project changes and updates project schedules and budgets.
Develop consensus on project schedules and inform project team members of progress and potential schedule slippages.
Analyze and prepare budget reports to calculate and track project expenses and identify excessive expenditures.
Examine costs or expenditures and compare to original budget. Discuss budget issues with project team in order to resolve budget overruns and erroneous data.
Identify efficient methods to accomplish work tasks. Administer vendor contracts; monitor and approve contractor performance.
Manage risks and respond to changes in risk over the course of the project. Evaluate project performance and deliverables to make certain project results meet the intended goal and objectives and satisfy quality standards and stakeholder expectations.
Project Communication -
Communicate verbally and in writing with project stakeholders.
Lead project team meetings and discussions.
Resolve conflicts between team members.
Coach team members on project methodology and processes.
Coordinate project activities with other State agencies, other governmental jurisdictions, or private sector partners and cooperators.
Write project status reports. Develop and maintain project master file documenting progress throughout the course of the project and prepare final project archive file at closure of project.
Frequently contact internal units to gain agreement and maintain commitments regarding project requirements.
Prepare regular reports for vaccine leadership team.
Prepare ad-hoc reports as needed for executive sponsor, CDC or Governor’s Office requests for information.
REQUIRED Skills and experience:
Strong organizational skills.
Master skills involving follow up and follow through.
Proven ability to execute data analysis and fully facilitate consolidation planning.
Proven ability to meet all presentation and project management requirements, to the greatest degree required.
Process skills - problem solving, mentoring and coaching
Strong technical writing and documentation skills
Excellent written and oral communication skills
Strong organizational and team building skills
Technology skills set to keep all data secure whether working onsite or remotely
Strong facilitation and group convening skills
Microsoft Excel, Visio, Power Point, Word
Must display professionalism and courtesy when dealing with the public and department staff. Must consistently treat co-workers, stakeholders and partners with dignity and respect.
A sense of urgency.
Individuals with successful project management experience limited to projects of small scope, limited risk and complexity and/or of short duration. Individuals at this level will typically be assigned to manage projects under the direction of a State supervisor or manager. Individuals with this level of experience are suitable for small Client Agency projects with clear, achievable outcomes, or in assignment as project support on larger projects. Individuals at this level can also be used to in the capacity of a Project Controller, provided that they can satisfy the basic requirements of that position. Advanced level: Individuals with a mastery of project management skills, qualifications and experience. This individual shall function effectively with very little supervision, while maintaining a high professional standard. They are assigned to extremely complex and/or high risk projects that reflect the highest priorities of state government. These individuals are comfortable working with the highest levels of state government and are able to contribute to the furtherance of the states’ objectives. These individuals have the necessary skills and experience to assist in statewide project portfolio management and/or IT Investment Management. Our primary criteria are the qualifications and experience of the proposed key person. Please propose your strongest candidate, at a rate less than or equal to the maximum. Interviews will be conducted via MS Teams. Interview times will reflect Pacific Standard Time. Due to circumstances beyond our control, we anticipate two weeks or more for the background check completion for the selected candidate. Key Person will onboard on site in Salem, Oregon. The selected key person could potentially telecommute, as agreed to between the Agency Authorized Representative and the key person. Any decision to allow telecommuting is made with the understanding that decision will be re-evaluated by the Agency Authorized Representative on a weekly basis. Key Person to demonstrate remote connectivity to Agency systems prior to any telecommuting. Telecommuting will be contingent upon the key person providing his/her own adequate computer, monitor(s), high-speed Internet connection, and telephone, and be readily available during normal working hours via phone, email and instant message (Agency Skype for Business or MS Teams). Access to Agency systems will be provided via Citrix Remote Desktop, VPN, or similar software. No hardware or additional software will be provided at the key person's home site or his/her PC, unless a specific device is required to perform assigned duties (such as Multi-Factor Authentication devices). If the Agency Authorized Representative and key person agree to allow off-site work, the expectation is for that key person to work onsite as soon as the general workforce transitions back into the Agency workplace. Work schedule is typically Monday - Friday, 7 AM - 5 PM or 8 AM - 6 PM Pacific Standard Time.
