PMO Program Manager - PM Level 3

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About Duke Health Technology Solutions

Pursue your passion for caring and innovation with Duke Heath Technology Solutions, which is dedicated to the transformation, development, and management of enterprise information technology solutions across Duke Health. By harnessing the power of innovative technologies like cloud computing and artificial intelligence — and pairing them with a forward-thinking approach — Duke Health Technology Solutions is revolutionizing the future of health care at Duke Health and beyond.

Occupational Summary

DHTS Project Manager Levels 1 - 3

This position reports to the DHTS PMO Manager while managing several healthcare IT projects of various sizes.

Accepting NC Residents only! 

LEVEL 1:

The PM1 is an entry-level project manager position that will demonstrate project management skills based on Project Management Institute’s (PMI) framework as adapted to support Duke Health. The goal of this position is to provide working exposure to planning and managing resources, scope, timeline, risks, and issues as part of overall projects.

Duties and Responsibilities of this Level at a minimum:

• Manages several projects and may receive guidance from senior PMs, Service Owner and the PMO Manager to refine his or her individual skillsets.
• May manage related projects in a program construct and may receive close guidance and support from the program manager, Service Owner, PMO Manager and/or the Sr. Director, PMO. 
• Follows PMO methodology and ensures adherence to project management standards. Responsible for managing projects using Duke Health tools and techniques. Supports adherence to common processes, such as the Project Management Methodology (PMM) process, and IT Service Management. Ensures the appropriate level of documentation, communication, and PM rigor are applied to each project. 
• PLANNING: Assists the Service Owner/Project Sponsor with scheduling work to achieve service delivery, demand and/or specific project scope. Develops a project plan/schedule and tracks progress to key milestones.  Assesses and tracks interdependencies within the project and impacts with other projects.
• SCOPE MGT: Demonstrates the ability to analyze a project with defined scope and/or requirements and develops a well-organized plan to ensure project success. May require assistance from the program manager, Service Owner, PMO Manager and/or the Sr. Director, PMO to address ambiguous scope/requirements. 
• ISSUES AND RISKS: Works with the senior level PMs, Service Owner, PMO Manager and/or the Sr. Director, PMO as necessary to manage project progress and determine corrective actions to proactively address issues and minimize risks when needed to ensure successful project implementation.
• RESOURCE MGT: Works with Service owner, resource managers, Project Portfolio Manager, and senior level PMs as necessary to identify resource needs and competencies, set and communicate team/individual responsibilities, and identify any resource or competency gaps. Engages the project team, resource manager, and the Project Resource Analyst to estimate, document, and maintain project resource allocations. 
• STATUS TRACKING: Documents and communicates appropriate project status within published timelines. Reports key items within the status updates.
• MEETING MGT: Responsible for facilitating meetings with the project team and key stakeholders as needed and delivering an agenda, meeting minutes and other artifacts to ensure all meetings are productive.
• VENDOR MGT: Relies on the Service Owner to manage relationships with third party vendors.
• STAKEHOLDER MGT: Works with the senior level PMs, Service Owner, PMO Manager and/or the Sr. Director, PMO as necessary to develop stakeholder relationships and appropriate documentation.
• Responsible for successfully passing ad hoc project health checks throughout the project lifecycle.
• Acts as a project liaison for their assigned DHTS Service Area. 
• May participate in testing new ServiceNow releases.

LEVEL 2:

The PM level 2 is an experienced position that will demonstrate advanced project management skills based on Project Management Institute’s (PMI) framework as adapted to support Duke Health. The goal of this position is to deliver exceptional project management with minimal oversight in a matrixed environment.

Duties and Responsibilities of this Level at a minimum:

• Successfully manages several complex projects along with various small to moderate projects with minimal oversight.
• May manage related projects in a program construct with moderate guidance and support from the Service Owner, PMO Manager, Project Portfolio Manager and/or the Sr. Director, PMO.
• Follows PMO methodology and ensures adherence to project management standards. Responsible for managing projects using Duke Health tools and techniques. Supports adherence to common processes, such as the Project Management Methodology (PMM) and IT Service Management. Ensures the appropriate level of documentation, communication, and PM rigor are applied to each project.  Looks for opportunities to refine project tools and methodologies.
• PLANNING: Develops and documents the project plan. Keeps team apprised via project plans.  Meetings and discussion minutes contain identified project tasks, tasks to be completed, and work not completed. Assesses and tracks interdependencies within the project and impacts with other projects. Collaborates with Service Owner to measure assigned project progress and determine corrective actions if needed to ensure successful project implementation.
• SCOPE MGT: Demonstrates the ability to analyze ambiguous scope and requirements and engage others to break the work down into manageable work streams for the project or program. Works with Project Team to develop and document project plan using standard methodology, and schedules project work to achieve project scope.  Manages and documents scope changes, including ensuring attainment of appropriate approvals.
• ISSUES AND RISKS: Works with the Service Owner, the Sr. Director, PMO and senior level PMs as necessary to manage project progress and determine corrective actions to proactively address issues and minimize risks when needed to ensure successful project implementation. Documents critical issues and recommendations for resolution of issues.  Ensures that teams are taking corrective action as necessary to deliver complete scope, desired quality, and timeliness of projects. Identifies and escalates critical issues in a timely manner.
• RESOURCE MGT: Works with resource managers to identify resource needs and competencies, set and communicate team/individual responsibilities, and identify any resource or competency gaps. Engages the project team, resource manager, and the project resource analyst to estimate, document, and maintain project resource allocations. 
• STATUS TRACKING: Documents and communicates appropriate project status within published timelines. Identifies and reports key items within the status updates.
• MEETING MGT: Responsible for facilitating meetings with the project team and key stakeholders as needed and delivering an agenda, meeting minutes, and other artifacts to ensure all meetings are productive.
• TEAM MGT: Leads matrixed project teams comprised of technical, clinical, and operational resources to successful project delivery.
• VENDOR MGT: Works with the Service Owner to proactively manage relationships with third party vendors to ensure that the vendor planning, and deliverables align with the project plan, and that the vendor is engaged in issue resolution and risk management. 
• STAKEHOLDER MGT: Provides a platform for communication and relationship management. Engages stakeholders for buy-in, relieves bottlenecks, and manages complexity.  Utilizes PMM processes and standard documentation, as applicable.
• BUDGET: May assist service owner with working with the Project Sponsor, Product Manager, and/or Finance to establish a project budget baseline, including reviewing budget changes and approvals.
• Responsible for successfully passing ad hoc project health checks throughout the project lifecycle.
• Acts as a project liaison for their assigned DHTS Service Area. 
• May participate in testing new ServiceNow releases.

LEVEL 3:

The PM Level 3/ Program Manager is an experienced position that will demonstrate advanced project and program management, leadership, and executing planning skills in support of Duke Health. The goal of this position is to manage multiple large projects and/or programs that span across multiple service lines within Duke Health with minimal oversight.

May function as a PM subject matter expert with proficiency in defined area(s) and a broad knowledge of all aspects of the profession.

Duties and Responsibilities of this Level at a minimum:

• Successfully manages a mix of complex projects or programs with minimal oversight.
• Leads projects or programs with an expert level of organization, communication, negotiation, and management. 
• Mentors others in project and program management.
• Follows PMO methodology and ensures adherence to project management standards. Responsible for managing projects using Duke Health tools and techniques. Supports adherence to common processes, such as the Project Management Methodology (PMM) and IT Service Management. Ensures the appropriate level of documentation, communication, and PM rigor are applied to each project.  Looks for opportunities to refine project tools and methodologies.
• PLANNING: Develops and documents the project plan. Keep team apprised via project plans.  Meetings and discussion minutes contain identified project tasks, tasks to be completed, and work not completed. Collaborates with Service Owner to measure assigned project progress and determine corrective actions if needed to ensure successful project implementation.
• Evaluates interdependencies / impacts on other projects.
• SCOPE MGT: Demonstrates the ability to work with Service Owner on ambiguous scope and requirements. Engages Service Owner to break the work down into manageable work streams for the project or program and advise on items outside of agreed upon scope. Works with Project Team to develop and document project plan using standard methodology, and schedule project work to achieve project scope.  Manages and documents scope changes, including ensuring attainment of appropriate approvals.
• ISSUES AND RISKS: Manages project/program progress and determines corrective actions to proactively address issues and minimize risks when needed to ensure successful project implementation. Document critical issues and recommendations for resolution of issues.  Ensures teams are taking corrective action as necessary to deliver complete scope, desired quality and timeliness of projects. Identify and escalate critical issues in a timely manner. Continually conduct risk assessments and develop risk response strategy if necessary.
• RESOURCE MGT: Works with resource managers to identify project/ program resource needs and competencies, sets and communicates team/individual responsibilities, and identifies any resource or competency gaps across complex projects and programs.  Engages the project team, resource manager, and the Project Resource Analyst to estimate, document, and maintain project resource allocations. 
• BUDGET: May assist service owner with working with the Project Sponsor, Product Manager, and/or Finance to establish a project and/or program budget baseline, including reviewing budget changes and approvals.
• STATUS TRACKING: Document and communicate appropriate project and/or program status within published timelines. Identifies and reports key items within the status updates.
• MEETING MGT: Responsible for facilitating and driving meetings with the project and/or program team and key stakeholders as needed, developing and delivering an agenda, meeting minutes, and other artifacts to ensure all meetings are productive.
• STAKEHOLDER MGT: Proactively engages executives, cross-functional leadership, and other key stakeholders to successful project and/or program implementation.
• VENDOR MGT: Proactively manages established project and/or program relationships with third party vendors to ensure that the vendor planning, and deliverables align with the project plan, and that the vendor is engaged in issue resolution and risk management. 
• STRATEGIC DEVELOPMENT: May facilitate and coordinate high-level operational planning activities and data analysis related to business case development and RFI or RFPs.
• BEST PRACTICE: Leverages relationships with other health systems who can help with developing or sharing best practices. Develops project and/or program management tools, processes, and best practices through project and/or program implementations.
• Assists the PMO Manager and Sr. Director, PMO with interviewing and onboarding process. 
• Responsible for successfully passing ad hoc project and/or program health checks throughout the project and/or program lifecycle.
• Acts as a project liaison for all PM methodologies for their assigned DHTS Service Area.
• May participate in testing new ServiceNow releases.

Behaviors/Soft Competencies:

Advancement to the level 3 or above requires employee, at a minimum, successfully attain the following:

The following measures can help create a fair and comprehensive evaluation process for promotions, ensuring that the most deserving employees are recognized and given opportunities to advance.

• Proven ability to work at the next level: This involves demonstrating the skills and competencies required for the next level of responsibility. Employees should have demonstrated that they can handle tasks and challenges that are typically associated with a higher position.
• Potential to serve beyond the next level: This measure looks at the employee's long-term potential and their ability to grow within the organization. The employee should have the vision, ambition, and capability to take on even greater responsibilities in the future.
• Consistently demonstrates a values-based approach in how they work: Employees should consistently exhibit behaviors and decision-making processes that align with DUHS values. The exhibited values are integrity, teamwork, diversity excellence and safety.  Patient-focused is also critical to success.
• Is considered one of the top performers at their level across the organization: This measure evaluates the employee's overall performance and reputation within DHTS. Top performers are often recognized for their exceptional contributions, reliability, and ability to exceed expectations.  We will select the best and not the best available.

EDUCATION/TRAINING

Levels 1 & 2 - Bachelor's degree in a related field, or four years related technical experience required.

Level 3 - Bachelor’s degree in a related field, or eight years related experience

LICENSURE/CERTIFICATION:

 ITIL background with V3 certification preferred  

Levels 1 - PMP certification, and/or Agile/Scrum certification preferred.

Level 2 & 3 – PMP certification required; PgPM, or Agile/Scrum certification preferred.

EXPERIENCE:

Level 1 –

• Minimal 1 year of documented project management experience.
• 2+ years working in technology or healthcare, preferably healthcare IT.

Level 2 –

• Minimum of three years of documented project management experience.
• Minimum of three years working in technology or healthcare, preferably healthcare IT.

Level 3 –

• Minimal five years PM or three years PgPM documented experience.
• Minimum of three years working in technology or healthcare, preferably healthcare IT.