Project Manager III

We are seeking a Project Manager III at the Institute for Child Health Policy/HOBI in the College of Medicine which will support scientists and staff in collaboration with state Medicaid agencies to improve care quality for Medicaid recipients. This role entails comprehensive research administration for faculty/principal investigators, ensuring effective coordination of services, policies, processes, and compliance. Responsibilities include managing the lifecycle of pre- and post-award research administration, assisting with proposal development, overseeing contract management, and maintaining regular stakeholder communication. The position requires a high degree of autonomy, leadership, and problem-solving skills, overseeing lower-level professionals and directing administrative operations such as hiring, organizing conferences, and facility maintenance. As part of the project leadership team, the Project Manager III fosters a collaborative team environment, organizes team-building activities, and delegates tasks. Reporting to the Director of State Projects, this role demands strong business and management skills, effective communication, and a comprehensive understanding of research administration, setting/achieving deadlines, and project compliance.

Duties Include:

Responsible for supervising the activities of the Administrative Core and ensuring the adequacy and accuracy of project management of all state projects. Works with the fiscal project manager to ensure all budgeting, purchasing, payables, receivables, and internal accounting are on track and addressed. Coordinates with fiscal project manager, staff, and individual team leads to support the projects needs which include creating cost estimates, getting vendor quotes, processing and managing vendor contracts and works closely with the fiscal team to track invoices and payments. Works with the administrative core to draft and maintain all DUAs, BAAs, RFPs, and IRB submissions. Responsible for implementing guidelines, policies, and procedures in all the above areas in addition to consulting with team leads to develop and maintain SOPs for the project and project deliverables.

Implements internal controls and works with the Director and Team Leads as needed to ensure that best practices are being followed. Works with external stakeholders on all business matters and coordinates special studies or projects. Responsible for organizing an annual conference which includes recruiting speakers, assisting with topic selection, reviewing and finalizing presentations, hosting, and overall successful execution of the conference. Responsible for attending all relevant monthly and weekly meetings with external stakeholders and bi-weekly internal meetings. For all meetings, responsible for creating agendas and taking minutes, in addition to updating and reviewing action items, pending approvals, and upcoming deliverables. Responsible for implementing a project management tool e.g. Asana, Smartsheets, sending timely reminders, and tracking timely submission of project deliverables. Managing and tracking effort distribution and reporting by project staff and faculty.

Responsible for creating and inspiring a positive team environment with a culture of open communication and organizing regular team building activities. In consultation with the Director and team leads, this position will create a unified vision for the state projects that aligns with and supports personnel needs. Identify professional development opportunities and provide faculty and staff with the resources needed to pursue these opportunities. Organize and plan the quarterly Texas project meetings, which includes securing guest speakers, working with project staff on new developments and accomplishments that can be shared, and compiling presentations. The Project Manager II will maintain proactive communication with the Director and respond to escalated project issues that may impede project delivery and/or personnel and coordinate solutions.

Responsible for processing and tracking new staff recruitment and hires, as well as monitoring and organizing employee onboarding, which includes orientation, training, and provision of logistical support. Responsible for working with the department HR staff on recruitment and onboarding processes for new hires on the Texas project. Works with team leads on staffing needs, creation of position descriptions, and provision of onboarding resources as needed.

Contributes to special projects and other assigned tasks related to the administrative core which advance the mission of the project as needed.

Fifteen years of experience in health care research and evaluation and management experience preferred. Master’s degree in health administration and/or business preferred. Computer competence with Microsoft Office Suite. A broad range of business and administrative skills and the exercise of considerable judgment and initiative. Budget development and monitoring expenditures.

Desirable: Knowledge of the University of Florida, State and Federal rules, regulations, policies and procedures pertaining to extramural grant and research contracts. A comprehensive knowledge of the College of Medicine administration procedures and practices. Knowledge of UF financial systems: Concur – UFGO, MyUFMarketPlace, and myUFL.