Project Manager, Systems Optimization

Salary Grade: 7

Position Purpose

The Project Manager, System Optimization, supports the planning, implementation and evaluation of strategic and system improvement initiatives across the organization.

Working under the direction of the Director, System Optimization, the Project Manager works collaboratively with clinical, physician, operational and corporate leaders to advance projects focused on improving patient access, efficiency, quality and overall system performance.

The Project Manager provides the structure, coordination and project management expertise required to move improvement initiatives from identification and planning through implementation, evaluation and sustainment. Projects may span multiple clinical and corporate programs and require coordination across traditional departmental boundaries.

The role does not hold operational accountability for individual programs. Rather, the Project Manager works in partnership with program leaders, frontline teams, physicians and corporate services to support the successful implementation of organizational priorities and system improvement initiatives.

Key Responsibilities

Project Management & Implementation

• Lead and coordinate assigned system improvement projects from initiation through implementation, evaluation and sustainment.
• Develop comprehensive project plans outlining scope, objectives, deliverables, timelines, milestones, dependencies, accountabilities and measures of success.
• Coordinate project activities across multiple clinical, physician and corporate stakeholders.
• Establish and maintain project governance structures, workplans, decision logs, risk registers and other project management documentation as appropriate.
• Monitor project progress against established timelines, deliverables and objectives and proactively identify risks, barriers and dependencies.
• Facilitate the resolution or escalation of project issues that may impact successful implementation.
• Prepare regular project status reports and provide clear updates on progress, risks, decisions and required actions.
• Ensure project decisions, deliverables and implementation requirements are appropriately documented.
• Support the transition of completed projects into sustainable operational practice.
• Strong knowledge of healthcare systems, especially Diagnostic Imaging, Emergency Department and Inpatient operations.

System Improvement

• Support the Senior Director, System Optimization and organizational leaders in advancing initiatives related to patient access, utilization and efficiency.
• Work with clinical and operational teams to understand current-state processes and identify barriers, delays, duplication and opportunities for improvement.
• Facilitate process mapping, workflow analysis, root-cause analysis and other structured improvement activities.
• Support the design, testing and implementation of new or redesigned processes and models of care.
• Apply Lean, quality improvement, project management and other evidence-based methodologies to assigned initiatives.
• Coordinate pilot projects, implementation activities and evaluation processes.
• Support the development of standardized workflows, processes, tools and documentation where appropriate.
• Identify implementation risks and barriers and work collaboratively with project stakeholders to develop mitigation strategies.

Performance & Evaluation

• Work in partnership with project stakeholders to establish measurable objectives and indicators for assigned initiatives.
• Utilize available data and performance information to understand current-state performance, support project planning and identify improvement opportunities.
• Collaborate with Decision Support to access and interpret relevant data, analytics and performance reporting.
• Track project-specific measures and milestones to assess implementation progress and outcomes.
• Support the evaluation of completed initiatives against established measures of success.
• Identify opportunities for course correction where project outcomes are not progressing as anticipated.
• Support the development of mechanisms to monitor and sustain improvements following implementation.

Stakeholder Engagement & Facilitation

• Build effective working relationships with clinical leaders, physicians, frontline staff, corporate services and other project stakeholders.
• Coordinate and facilitate project meetings, working groups, workshops and improvement sessions.
• Engage individuals directly involved in care delivery and operational processes to ensure improvement initiatives reflect frontline experience and operational realities.
• Support stakeholders in reaching consensus and resolving issues where projects span multiple programs or areas of accountability.
• Communicate project objectives, expectations, timelines, decisions and progress clearly and consistently.
• Work collaboratively with operational leaders while recognizing their accountability for the management and performance of their respective programs.
• Promote engagement, collaboration and shared accountability for successful project outcomes.

Change & Implementation Support

• Assess the operational impacts of proposed changes and identify implementation requirements.
• Support stakeholder readiness and adoption of new processes, workflows and models of care.
• Work collaboratively with Change Management, Communications, Education and other resources as required to support successful implementation.
• Coordinate implementation activities, including communication, education, workflow changes, documentation and go-live planning as appropriate.
• Identify and respond to implementation barriers and emerging issues.
• Support post-implementation review and stabilization activities to ensure changes are effectively embedded into practice.

Strategic & Organizational Support

• Support the translation of organizational priorities into structured projects with clearly defined objectives, deliverables and measures of success.
• Contributes to the identification and assessment of system improvement opportunities.
• Support cross-organizational and regional initiatives as assigned.
• Conduct research, environmental scans and reviews of leading practices to inform project design and recommendations.
• Prepare presentations, briefing materials, project documentation and recommendations for senior leadership and other stakeholders.
• Contribute to a culture of continuous improvement, accountability and evidence-informed decision-making across the organization.

Qualifications

• Bachelor’s degree in healthcare, business, health administration, project management or a related discipline.
• Relevant graduate education is considered an asset.
• Demonstrated experience managing complex projects, preferably within a healthcare environment.
• Strong knowledge of project management methodologies and demonstrated ability to manage multiple priorities, stakeholders, timelines and deliverables.
• Experience with quality improvement, Lean, process redesign or comparable improvement methodologies considered an asset.
• Understanding acute care operations, and healthcare performance are considered an asset.
• Demonstrated ability to interpret data and performance information and apply findings to project and improvement activities.
• Strong facilitation, organization, communication and problem-solving skills.
• Demonstrated ability to work effectively with physicians, clinical leaders, frontline teams, corporate services and senior leaders.
• Strong ability to influence outcomes and advance work without direct reporting authority.
• Project Management Professional (PMP) designation or equivalent project management certification considered an asset.
• Change management training or certification are considered an asset.
• Knowledge of Ontario's healthcare system and provincial performance priorities are considered an asset.
• Other duties as assigned. 

Windsor Regional Hospital is an equal opportunity employer. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, upon request, accommodation will be provided by WRH throughout the recruitment, selection and/or assessment process to applicants with disabilities