Program Manager

Program Manager

On behalf of our client, Procom is currently seeking a Program Manager.

Program Manager Role Details:

This position manages multiple, concurrent deliverables within tight timelines and exercises professional judgement involving complex and diverse issues, as well as the need to lead, negotiate, consult and collaborate with a wide variety of Executive Stakeholders and Vendor Representatives.  Errors in judgement, decision-making, service timeliness and design have the potential to impact a broad base of HA End Users in the clinical environment. Role responsibilities include the following services:

Program Management

• Provides senior leadership to core WEST-AO program management work streams (i.e. SSP, I&T, Service Management & Delivery, plus others as required)
• Manage and report on integrated project dependencies (enterprise level) and engagements; prepare required outputs and/or escalations as required
• Oversee and/or lead project recruitment/resource management activities such as consultant statements of work, onboarding/off-boarding procedures and facilities management with support from Project Manager(s), Project Coordinator and central Project Services Contracts office
• Supervises key project resources including Project Managers, Business Analysts, Project Coordinators and Process & Reporting Analysts to ensure core program/project artifacts and deliverables are produced and maintained (e.g. charters, plans, RAID Logs, processes, SharePoint Document repository, etc.)
• Oversees the development and management of various project plans, inclusive of: key deliverables / milestones, critical path tasks, project dependencies/ inter-dependencies, etc. and ensures all changes/updates are managed and progress is tracked and communicated against the plan(s) 
• Applies best practice program & project management methodology(s)
• Ensures the execution of project plans according to PHSA-IMITS & WEST-AO project methodologies, ensuring successful and coordinated completion of all project components
• Facilitates consensus with stakeholders as needed and ensures project activities / tasks are completed according to agreed timelines
• In conjunction with WEST-AO Project Managers, develops mitigations / contingency plans, and where appropriate, brings stakeholders together to resolve issues / barriers
• Coordinates & prepares agenda(s) and other related meeting & planning materials
• Ensures program risks, issues and actions have been appropriately assessed and are effectively monitored and tracked
• Implements or contributes to the implementation of effective processes to assess risks, identify risk and mitigation strategies
• Maintains associated documentation including program plans, charters, contracts, RAID logs, project change requests, etc.
• Leads meetings, facilitate discussions, and ensure that meeting outputs are clearly documented
• Utilizes initiative, vision, independent thinking and creative problem-solving abilities to implement program & project plans and realize project completion

Other Responsibilities include:

• Provides support to the leadership team including WEST-AO Sr. Executive Relationship Lead, Executive Director Service Outcomes & Transformation and Executive Director Commercial & Business Alignment by:

• Coordinating cross-governance agenda planning to ensure project stakeholders are kept informed and key decisions are brought forward in a timely manner
• Ensuring preparation of project change requests and/or decision documents
• Preparing presentation materials for governance committees, key stakeholder groups, etc.

• Reviews, finalizes and submits monthly reporting materials (i.e. IMITS Senior Leadership, Governance, etc.)
• Translates reports into a monthly project dashboard for executive and governance audiences (i.e. Joint Executive Steering Committee (JESC), Executive Management Committee (EMC), Operational Management Committee (OMC), etc.)
• Provides regular (weekly or bi-weekly) status reports
• Delegates appropriate tasks and responsibilities to WEST-PMO team resources
• Drafts reports, briefing notes, and other supportive documentation for higher-level management and governance working groups
• Ensures program materials uploaded to SharePoint site and available to WEST-AO staff

Core Deliverables to include, but not limited to:

• Program artifacts:

• Charter (shorten-format) & plans inclusive of: scope, rationale, milestones / deliverables and associated timelines, assumptions, key constraints, etc.
• RAID (including associate response plans), Change and Decision Logs
• Change Requests
• Lessons Learned
• Program close-out report

• Weekly / bi-weekly status reports
• Program  & Executive-level Dashboards
• Meeting Minutes within one (1) day of meetings
• Completion of an auditable Program  record (to be stored and maintained on the designated SharePoint)
• Facilitated session outcomes, recommendations, etc. that reflects an accurate account of discussion, actions, parking lot items, etc.
• Presentation, Briefing Notes (i.e. for discussion and/or decision), Agendas, Action Logs, etc.
• Other deliverables as required or assigned.

Program Manager Mandatory Skills:

Critical skillset:

• Proven experience providing senior leadership and ability to work in a complex out-sourced/shared services/matrixed organization; specifically related to program management and governance
• Experience providing leadership and support to senior, multi-level governance structures; enabling effective information sharing and decision making.
• Strategic awareness/thinking and strong detail orientation with the ability to smoothly transition between states as required (e.g. meeting facilitation).

• Exceptional tactical and critical strategic thinking 
• Ability to think through details and tactics without losing sight of overall strategic goals
• Superior analytical skills including the ability to; comprehend, analyze and resolve complex issues and present information in concise meaningful ways

• Highly developed business writing and verbal communication skills with the ability to document and synthesize work appropriately, including executive briefing notes and stakeholder specific status reporting.

• Senior-level ability to translate and express clinical, process and technical problems using business terms
• Ability to extract information and knowledge from complex sources
• Understanding of how to interpret customer business and clinical needs

• Senior-level documentation and presentation skills
• Strong business acumen with the ability to effectively monitor and support program & project plans and complete deliverables with stringent timelines

• Transformational awareness and expertise

• Relationship building at all levels (i.e. end-users to C-level)

• Ability to collaborate with multiple clinical and business stakeholders.
• Strong interpersonal skills to effectively facilitate discussions with a diverse group of stakeholders, users, etc.

• Strong team leadership skills that motivate and encourage collaboration
• Ability to work independently and within a team, while influencing and supporting
• Demonstrated ability to exercise tact, good judgment and initiative
• Ability to meet deadlines in a fast-paced work environment
• Process oriented. 
• Strong business analysis skills and experience in business/clinical processes development.
• Excellent proficiency with MS Office toolsets (Word, Excel, PowerPoint, Project).
• Organizational and time management skills.
• Candidate’s proposal should clearly set out details regarding previous Program management roles, responsibilities and deliverables

Desired skillset:

• A level of education, training, and experience equivalent to a degree in Project Management, Computer Information Systems, Information Technology, Business or a related field, plus seven (7) years recent related experience in large, complex, multi-site organizations, including a minimum of five (5) years in a progressively responsible leadership role.
• Project Management Professional (PMP) designation considered an asset
• Experience working within PHSA and with BC Health Authorities References (supervisor level) will be requested

6-month contract with extensions available.

Program Manager Start Date

September 2022

Program Manager Location

Burnaby, BC