Project Manager

About this role

Description The Project Manager is responsible for planning, coordinating, and executing organizational projects and strategic initiatives that support Hurtt Family Health Clinic's mission, operational effectiveness, and long-term growth. This position oversees projects across multiple departments and functional areas, working closely with the CEO, executive leadership, department leaders, and external vendors to ensure projects are effectively scoped, appropriately resourced, completed within established timelines and budgets, and aligned with organizational priorities. This role serves as a central point of coordination, facilitating communication, identifying risks, resolving barriers, and driving projects from initial research and planning through implementation and evaluation.

This position is full-time with a schedule of Monday through Friday 8am to 5pm,  with availability for weekends and after hours as needed for projects. This is an in-person role located on-site at our admin offices in Tustin, CA.

What You'll Do: Job Responsibilities & Duties

Project Planning & Management Lead the planning, coordination, and execution of organizational projects from initial concept and research through implementation, completion, and evaluation. Develop project plans outlining objectives, scope, deliverables, timelines, milestones, resource requirements, and key stakeholders. Establish project priorities and coordinate cross-functional teams to ensure timely completion of assigned initiatives. Monitor project progress, identify potential delays or barriers, and develop solutions to keep projects on track. Maintain project documentation, including timelines, budgets, meeting notes, status reports, risk assessments, and implementation plans. Provide regular project updates to the CEO and executive leadership, communicating progress, challenges, decisions needed, and anticipated outcomes.

Strategic Initiatives & Research Conduct research and feasibility assessments for new organizational initiatives, technologies, services, and operational opportunities. Evaluate potential solutions, vendors, costs, benefits, and implementation requirements to support informed leadership decisions. Coordinate research and implementation planning for artificial intelligence (AI) tools and other emerging technologies that may improve operational efficiency, patient experience, and organizational effectiveness. Identify opportunities to streamline workflows, improve processes, reduce costs, and enhance cross-departmental collaboration. Translate organizational priorities and leadership direction into actionable project plans and measurable deliverables.

Technology & AI Integration Coordinate the evaluation, selection, and implementation of technology solutions, including AI tools and applications, in collaboration with IT and relevant department leaders. Research potential AI applications across administrative, clinical, and operational functions, assessing feasibility, efficiency, cost, and organizational impact. Coordinate implementation plans, vendor relationships, testing, training, and change management for approved technology initiatives. Work with IT leadership and external technology partners to coordinate system enhancements, integrations, upgrades, and other technology-related projects. Monitor implementation outcomes and identify opportunities for ongoing improvement. Ensure technology initiatives are coordinated with appropriate stakeholders to address data security, patient privacy, regulatory requirements, and organizational policies

Construction & Facility Development Coordinate construction, renovation, and facility improvement projects from initial planning through completion. Work with leadership, architects, contractors, vendors, and other stakeholders to establish project scope, timelines, budgets, and deliverables. Coordinate project meetings, monitor construction milestones, track outstanding items, and communicate progress and potential delays.Assist with evaluating facility requirements, space utilization, operational needs, and infrastructure considerations. Coordinate the planning, development, and implementation of new facility space to support organizational growth and patient care needs. Support facility readiness activities, including equipment procurement, technology coordination, inspections, occupancy preparation, and departmental transitions. Identify and escalate project risks, budget variances, and construction or facility-related concerns to appropriate leadership

Vendor & Stakeholder Coordination Serve as a central point of coordination between internal departments, executive leadership, external consultants, vendors, and project partners. Establish clear communication channels, responsibilities, and expectations for project stakeholders. Coordinate vendor evaluations, proposals, project agreements, deliverables, and performance monitoring in collaboration with appropriate leadership. Facilitate project meetings, document decisions and action items, and ensure accountability for assigned responsibilities. Build collaborative relationships across departments to support successful project execution and organizational alignment.

Budget Management & Project Evaluation Assist with developing and monitoring project budgets, resource allocations, and anticipated expenditures. Track project expenses and identify potential budget variances, cost-saving opportunities, and resource constraints. Evaluate project outcomes against established objectives, timelines, budgets, and performance measures. Develop project completion reports documenting outcomes, lessons learned, and recommendations for future improvements. Ensure projects are appropriately documented and that deliverables are completed before project closure.

Additional Job Duties Complete special projects as assigned. Perform other duties as assigned.

Requirements What You'll Bring: Minimum Qualifications

1. Bachelor's degree in Business Administration, Healthcare Administration, Project Management, Information Technology, or a related field required.
2. Minimum of 3–5 years of experience in project management, program coordination, operations, or a related role.
3. Demonstrated experience managing multiple projects simultaneously, including developing project plans, coordinating stakeholders, monitoring budgets, and tracking deliverables.
4. Experience coordinating cross-functional projects involving multiple departments, external vendors, and organizational leadership.
5. Experience with process improvement, technology implementation, facility development, or organizational change initiatives preferred.
6. Healthcare, nonprofit, or Federally Qualified Health Center (FQHC) experience preferred.
7. Strong organizational and project management skills, with the ability to manage competing priorities and meet established deadlines.
8. Excellent written and verbal communication skills, including the ability to present project updates and recommendations to executive leadership.
9. Strong analytical and problem-solving skills, with the ability to research opportunities, evaluate alternatives, and develop practical solutions.
10. Ability to develop project plans, manage budgets, track milestones, and evaluate project outcomes.
11. Proficiency in Microsoft Office applications, project management software, and collaboration tools.
12. Ability to coordinate and influence cross-functional teams without direct supervisory authority.
13. Strong interpersonal skills and the ability to build effective relationships with internal and external stakeholders.
14. Ability to exercise sound judgment, maintain confidentiality, and handle sensitive organizational information.
15. Adaptability and willingness to learn emerging technologies, including AI applications and healthcare technology solutions.
16. Ability to work independently, take initiative, and drive projects forward with minimal supervision.