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Project Manager, Operations & Policy Mgmt ID-12364

April 22, 2025

Title: Project Manager, Operations & Policy Management
Location: Chicago, Hybrid
Shift: Monday to Friday (8:30am - 5:00pm)

Summary:

Are you ready to drive impactful change and lead with purpose? Join us at Heartland Human Care Services as the Project Manager, Operations & Policy Management, where you will play a pivotal role in shaping organizational information and serving as a key representative with internal stakeholders. Reporting directly to the Chief Operating Officer, you will have the opportunity to manage and support projects that drive collaboration, consistency, and sustainability across the organization.

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Make a Difference: Be a part of an organization that is deeply committed to creating positive change in the lives of individuals and communities.
Professional Growth: Take on a leadership role where you can develop and implement asset management systems, supervise a dedicated team, and contribute to ongoing education initiatives.
Comprehensive Benefits: Enjoy a range of benefits, including medical, dental, vision insurance, 401(k) match, paid maternity and paternity leave, commuter benefits, student loan assistance, and more.

Our Benefits:

Medical insurance.
Dental insurance.
Vision insurance.
401(k) match.
Paid maternity leave.
Paid paternity leave.
Commuter benefits.
Student loan assistance
Tuition assistance.
Disability insurance.

Essential Functions:

Duties and Responsibilities:

Collaborates with the project staff and customers to prepare a formal Project Charter and project plans outlining the objectives, detailed scope, resources, deliverables, timeline, and budget for each new implementation.
Authors, maintains, and manages detailed project plan.
Manage project plan, budget, project resource schedule and resource allocations.
Develops project schedule and planning documents, schedule tasks, deadlines and milestones for all project stakeholders, and resources to include, preliminary estimates, budgets, team members and responsibilities, quality assurance requirements, and establishing expected outcomes of the project.
Prepares status reports and facilitate status review meeting with respective project teams.
Conducts or coordinates, as appropriate, presentations, trainings, and workshops.
Performs risk and issue analysis for projects, including mitigation strategies.
Manages reviews and changes requests to the project team and stakeholders.
Manages the effective transition of requirements to the support team, ensuring a clear and complete understanding of the requirements.
Develops workflows and procedures.
Issues and receives project correspondence and distribute as necessary.
Reviews and assists in preparing technical specifications as needed by the project technical lead.
Other duties as assigned.

Project Design & Management

Serves as lead project manager on multiple projects.
Develops and implements project work plans.
Manages partner relationships, including communication with internal customers, and other stakeholders.
Develops expertise in data analytics and infrastructure, implementation science, and issue areas applicable to projects.
Develops data collection and analysis protocols
Trains data collection team, including third party implementers.
Oversees/manages/supports data collection, data analysis, data reporting and communications.

Project Portfolio Management

Serves as leader for tracking projects with aim for organization-wide implementation.
Assesses resources required for to support prioritization of new organization-wide project implementations.
Advises COO and Executive Director of planning, resources, and timing for optimized strategic execution and business delivery in support of business goals and Strategic Plan
Manages priority matrix, categorical priorities, and implementation queue.

Policy Assessment and Management

Supports the development and implementation of a standardized strategy for corporate policy management processes for the organization, in alignment with Heartland Human Care Services Quality, Compliance and Risk management requirements. This includes assessing where standard operating procedures and policies are needed to mitigate variance, and advance organizational efficiency, and compliance strategy.
Identifies gaps and develop approval process for new internal organizational standard operating procedures.
Develops and manages collaborative annual review process for established corporate policies and standard operating procedures within Heartland Human Care Services.

Supervisor Responsibility

Serves as supervisor and mentor for one (1) FTE, Project Coordinator.

Qualifications:

Education and/or Experience:

Bachelor's degree. Graduate degree in business administration, or other business degree preferred.
PMP certified. 5+ years of project management experience, with emphasis on best practices and methods, preferably in a service driven operations environment.
Prior experience driving change in a complex organization. Experience with project portfolio management.
Experience with development and oversight of corporate policy management across an organization.
Prior experience with change management, and implementing cloud-based technology solutions, such as DocuSign, or enterprise strategic performance management systems. Lean certification, a plus.

Technical Skills:

Thorough understanding of Project Management Body of Knowledge (PMBOK) and software procurement and development project lifecycles.
Proficiency with project planning software such as MS Project, Excel and Visio.
Understanding of database design. Proficient with data analytics and pivot tables; Ability to apply statistics and data visualization for project tasks, such as frequency distributions, determination of test reliability and validity, analysis of variance, correlation techniques, sampling theory, and factor analysis.

Other skills:

Excellent communication and relational skills required for interaction with internal and external customers and users at all levels.
Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds.
Ability to translate business needs into technical specifications and standard operating procedures.
Strong time management skills, demonstrate ability to manage multiple, parallel assignments with accountability for timely, cost-effective results.
Experience with contract negotiation, policy management, and managing relationships with vendors, as well as internal stakeholders and customers. Excellent analytical skills and ability to thrive in a fast-paced environment.

Physical Demands:

While performing the duties of this job, the employee is regularly required to use hands to key, handle, or feel and reach with hands and arms.
While performing the duties of this job, the employee is frequently required to talk or hear.
The employee is regularly required to sit, stand and walk.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
The employee must occasionally lift and/or move up to 30 pounds.

Work Environment:

Flexible and comfortable work remotely and/or onsite.
The noise level in the work environment is usually moderate.
Moderate exposure to outdoor elements at all times of year when traveling to and from work sites via public transportation.
The employee must be in possession of a valid driver's license and be able to legally operate an agency owned or rented motor vehicle for transportation of equipment and to certain work sites.
Program sites are located throughout the Chicago area, including North and South sides of Chicago, as well as the suburbs.

Equal Opportunity Employer Statement

Heartland Human Care Services makes all hiring and employment decisions without regard to race, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, physical or mental disability, sexual orientation, sexual identity, immigrant status, political affiliation or belief, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the Organization's AIDS Policy Statement of September, 1987. Individuals with disabilities requiring accommodation should contact the Employee Services Office at ([redacted].

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

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8. HOW TO PRIORITIZE WORK?

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10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...

DISCLAIMER

Other Jobs You May Be Interested In

Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

5. HOW DO YOU PROCESS INFORMATION?

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

8. HOW TO PRIORITIZE WORK?

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?