Project Manager II - Quality & Patient Safety Initiative

University of Florida • Gainesville, FL

13h

About The Position

The College of Medicine (COM) is seeking a Project Manager II to provide operational project leadership and implementation support for the AI/QI Program within the Quality and Patient Safety Initiative (QPSi). Under general supervision, this position oversees multiple projects of moderate to complex scope, ensuring coordination, tracking, and execution align with university, departmental, and program goals. Reporting to the Director of Operations and Strategy, the Project Manager II will work closely with AI/QI leadership, project sponsors, faculty, staff, and operational stakeholders to translate business needs into actionable project plans with clearly defined scope, deliverables, timelines, and success measures. This position is responsible for developing and maintaining project plans, facilitating meetings, resolving barriers to progress, managing project documentation, and ensuring consistent reporting. A core component of this role is the operational use of Smartsheet to track, monitor, organize, and report on project activities, timelines, milestones, dependencies, risks, and deliverables across a portfolio of AI/QI projects. The incumbent will also support the development and refinement of processes, tools, and workflows that strengthen project execution and program operations. This position requires strong organizational skills, attention to detail, the ability to manage multiple priorities, and excellent communication and relationship-building skills. The ideal candidate is motivated by improving healthcare quality and patient safety through structured execution, process improvement, and operational excellence.

Requirements

• Master’s degree in an appropriate area; or a bachelor’s degree and two years of relevant experience; or an equivalent combination of education and experience.

Nice To Haves

• Must be self-motivated and comfortable working independently, as a team leader and team member.
• Demonstrate skills and proficiency in Microsoft suite of programs (Excel, Word, PowerPoint, Teams).
• Experience with or strong interest in learning about applying project management tools (e.g., Smartsheet) and methodologies.
• Strong analytical, communication, facilitation, and interpersonal skills.
• Excellent attention to detail.
• Ability to prioritize and execute tasks with minimal supervision.
• Ability to manage and maintain confidential or sensitive information and handle protected health information.
• Ability to meet deadlines and generate high-quality deliverables while balancing multiple responsibilities.

Responsibilities

• Oversee multiple AI/QI Program projects of moderate to complex scope from initiation through implementation and post-implementation transition.
• Partner with project stakeholders to define project scope, goals, deliverables, success measures, and timelines aligned with QPSi and COM priorities.
• Collaborate with stakeholders to develop detailed project plans, timelines, milestones, and resource plans; monitor progress and adjust as needed to support successful completion.
• Facilitate project meetings and ensure consistent project governance through agenda development, documentation, action item tracking, and follow-up.
• Proactively identify barriers, risks, and scope changes; facilitate issue resolution and communicate impacts to stakeholders and leadership.
• Ensure project deliverables meet quality standards, align with UF policies and procedures, and follow best practices for project execution.
• Support post-project transition planning to ensure sustainability, operational handoff, and long-term adoption of implemented solutions.
• Serve as the primary operational administrator for AI/QI Program project-tracking solutions (Smartsheet and related tools), ensuring that workflows, standards, and governance processes established by operational leadership are consistently executed and maintained, with Smartsheet serving as the primary platform.
• Works with QPSi Operations team to create, maintain, and improve Smartsheet workspaces, dashboards, intake forms, reports, project trackers, milestone plans, and automated workflows.
• Track and monitor project status across the AI/QI portfolio, ensuring timelines, deliverables, risks, dependencies, and resource constraints are visible and current.
• Develop standardized reporting and progress update formats for leadership, sponsors, and stakeholders.
• Support project intake, prioritization, resourcing, and documentation processes to improve operational efficiency and transparency.
• Maintain accurate project records and documentation in accordance with UF standards, QPSi practices, and applicable privacy and compliance requirements.
• Assist in collecting data and information to develop progress reports, proposals, articles, presentations, and other relevant documents and communication materials for the QPSi.
• Establish and maintain relationships with internal and external stakeholders and partners to understand their needs and perspectives, build alignment on objectives, and ensure ongoing buy-in across project activities.
• Contribute to a project team environment that fosters trust, collaboration, and solution-oriented focus.
• Demonstrate flexibility, teamwork, and creativity in effectively addressing challenges and adjusting project plans, as needed.
• Establish and maintain strong relationships with internal and external stakeholders to understand business needs, ensure alignment on objectives, and maintain ongoing but-in across project activities.
• Effectively set and communicate project expectations with team members, sponsors, and stakeholders, and promote a collaborative, solution-oriented environment that supports shared accountability.
• Develop and deliver progress reports, proposals, presentation materials, and project documentation as needed, including proactive communication regarding status, risks, dependencies and key decisions.
• Support the creation, revision, and implementation of program processes and operational policies, including updating existing procedures and developing new ones as needed.

Benefits

• Low-cost State Health Plans : Medical, Dental, and Vision Insurance
• Life and Disability Insurance
• Generous Retirement Options to secure your future
• Comprehensive Paid Time Off Packages : (includes over 10 paid holidays, as well as paid family, sick and vacation leave)
• Exceptional Personal and Professional Development Opportunities : Access to UF Training & Organizational Development programs, leadership development, LinkedIn Learning, and more
• Tuition Assistance through the UF Employee Education Program
• Public Service Loan Forgiveness (PSLF) Eligible Employer

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level