Associate Project Manager

SUMMARY: The Associate Project Manager is an entry-level position in the project management job family. Supporting other project managers and managing the less complex projects, this position is responsible for creating and maintaining project schedules, budgets and expenditures, and monitoring activities and standards for programs and projects. Must have excellent organization skills to complete work in a timely and accurate manner and be able to make independent decisions as they relate to project tasks and issues.

DUTIES AND RESPONSIBILITIES include but are not limited to:

• Plan, organize, coordinate, assign and evaluate the work of team members for state, county and internal projects; provide guidance and expertise to non project staff as needed. p• Create RFPs, prepare contract documents, and estimate costs; coordinate project among outside agencies, vendors, state and county departments and other divisions; prepare reports and manage outcomes.
• Resolve problems and mitigate project risks, internal and external
• Negotiate with vendors and contractors to establish prices and manage work product
• Create and manage status reports, communication plans, schedule training, and ensure the meeting of deadlines for tasks and project timelines for personal projects and in support of other project managers on more complex projects.
• Track action items and meet deliverables as outlined with counties, vendors or internal customers.
• Use standard project planning tools and documentation.
• Create presentations at the department, county, state, or enterprise level.
• Serve as a liaison between the CalMHSA teams and vendors and/or customers.
• Organize, attend and participate in stakeholder meetings. May be asked to oversee project go-live events that require travel.
• Communicate directly and/or on behalf of leadership on matters related to assigned projects.
• Lead team members who don’t report to you in achieving outlined goals and deliverables, on time and on budget.
• Administrative duties could include coordinating meetings with multiple staff including creating, planning and scheduling agendas, using project and program management tools, creating reports, and other duties as needed.

SUPERVISORY RESPONSIBILITIES

This position could be responsible for training or supervising Project Coordinators, or other Project Assistants (EA, OA) assigned to report to this position.

BACKGROUND CHECK ELIGIBLE DUTIES
This position will have access to various applications that house confidential information, including county records, employee demographic and private behavioral health information; ensure that access is used responsibly, maintaining the integrity and security of systems while preventing accidental or malicious misuse.

EDUCATION and/or EXPERIENCE

Requires a bachelor’s degree in a business-related field or hands on project coordination or project management commensurate experience.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Must be able to think on your feet and solve project issues or risks with little guidance.
• Demonstrate the ability to work under pressure in a fast-paced environment and maintain a high level of integrity and discretion in handling confidential information.
• Detailed-oriented and organized.
• Ability to make independent decisions for the benefit of CalMHSA.
• Familiarity with and experience with project management concepts, tools and methods.
• Demonstrated sense of urgency, initiative, responsiveness, and a proactive approach to work.
• Confidentiality and integrity focused.
• Ability to analyze processes and data.
• Excellent problem solving and presentation skills.
• Demonstrated ability to solve problems independently and push through challenges.
• Legally able to work in the USA without sponsorship.
• Willing to travel when necessary.

COMPUTER SKILLS – Demonstrate the ability to use a computer and applicable computer software effectively. Intermediate knowledge of Excel & Word, Adobe, PowerPoint, and Outlook. Experience with DocuSign and any other project management product software required.

LANGUAGE SKILLS and MATHEMATICAL SKILLS – Demonstrate the ability to read, comprehend, and respond appropriately through written or verbal form; demonstrate tactfulness when communicating including internal communication with staff members of all levels; ability to communicate with a variety of audiences effectively. Ability to add, subtract, multiply, and divide in all measure units, using whole numbers, common fractions, and decimals.

REASONING – Demonstrate the ability to effectively apply common sense and follow through to daily tasks; demonstrate the ability to work with little or no supervision; demonstrate excellent analytical skills; demonstrate the ability to efficiently conduct research and ask appropriate probing questions to complete necessary tasks.

PHYSICAL DEMANDS – The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit and stand; use phone and headset; use hands, arms, finders to type; answer phones; write; use calculator; demonstrate strength to lift and carry materials weighing up to 10 pounds; demonstrate clear vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone; and drive a motor vehicle on public roads and highways.

SENSORY DEMANDS – The incumbent must spend long hours in intense concentration. The incumbent must also spend long hours on the computer entering information, which requires attention to detail and high levels of accuracy.

MENTAL DEMANDS – There are a number of deadlines associated with this position, which may cause significant pressure. The incumbent must also deal with a wide variety of people on various issues.

REGULAR WORK SCHEDULE – Varies depending on business needs; however, company normal business hours are 8 a.m. to 5 p.m., Monday – Friday.