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PROJECT PLANNER II
Job Title: PROJECT PLANNER II
Job Code: 2822
FLSA: E
Job Level: 71
Revised Date: 04/09/2003
Job Family: JF 28
Occupational Summary
Apply project management knowledge, technical and interpersonal skills, and project management tools and techniques to meet the project requirements of medium to large projects that are the coordinated activities of more than one functional group in Communications, Meetings and Events, and Faculty Research.
Work Performed
Implement standard project management processes, tools and methodology by: Contributing to the maintenance of standard processes, and standard project templates, tools and guidelines to support the application of the standard project management methodology. Contribute to the development of a project management and knowledge management system and processes to make project information and learning available to all staff.
Consistently applying standard project management methodology, processes, and tools to projects manages.
Participate in general Project Management training of staff and provide ad-hoc training to project teams on basic, standard processes and tools and complex tools and techniques, i.e., team start-up, risk management, and schedule recovery.
Provide coaching to project managers/planners in functional groups and support the transition of project management responsibility from a central project manager to a functional project manager when appropriate.
Conducting project learning reviews and identifying and sharing best practice across the organization/department. Seek and apply best practice from other organizations.
Project management and project team leadership: Develop project proposals, including pricing and schedules for large, complex projects and recommend approval of them before submission to clients. Oversee proposal development by other project planners/managers.
Identify who should be a part of the project team and negotiate with managers for team member assignment, i.e. communications, faculty, and staff members.
Plan, lead, and facilitate regular cross-functional project team meetings.
Develop detailed task lists and work effort assessment and short and long-term resource allocation plans based on input from all key players and team members (writers, editors, graphics, and production) and document these details using tools such as work breakdown structures or outlines. Develop detailed budgets and schedules based on task breakdown, materials and information and resource allocation plans.
Develop communication plans with the project team. Proactively assess and analyze with the team, any risks and issues that may compromise project team performance and results and develop plans to remove or mitigate them. Maintain risk and issue logs.
Monitor schedules, issue logs and risk management plans and provide warnings of serious deviations or variations that may compromise project results.
Proactively identify changes in work scope and ensure appropriate planning measures are taken with internal and external clients to reassess, renegotiate and amend scope of work responsibilities, proposals, contracts, and budgets.
Act as liaison between all parties concerned to address proposed modifications to project scope, schedule, or budget and influence to minimize changes. Facilitate any approved and difficult modifications to the project plan. Work with functional managers to resolve schedule and resource conflicts.
Arrange and maintain relevant outsourcing relationships, maintain records of expenses and track milestones and/or percent complete for contracted work, and inform accounting as these levels are attained so invoices can be sent to sponsors and payments to contractors can be approved in a timely manner. Ensure required project data and information is regularly entered into the project workbook and the project management and knowledge management systems.
Generate and issue regular internal and external project reports for large or complex projects managed. Assist with the collection of clear, consistent, standard data for each project in the portfolio to support a regular portfolio report.
Business development and stakeholder relationship management: Meet with potential and existing clients to discuss new business opportunities and maintain ongoing client relationships. Attend medical conferences and sponsor meetings as appropriate to assess and initiate new business opportunities. Initiate, establish, and maintain business relationships with all key stakeholders of the project whether internal or external to the organization.
Travel, as needed, to attend client meetings or provide oversight and assistance for off-site projects e.g. continuing education programs or expert meetings between academics and the other industries (i.e. pharmaceutical companies, etc.).
Other duties: Assist in writing and editing materials such as monographs, slides, newsletters, national reports, and project website content.
Perform any other related duties incidental to the work described herein.
The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.
Required Qualifications at this Level
Education/Training
Bachelor's degree. Additional training in Project Management coursework or certification in Project Management is desired.
Experience
Four years of progressively responsible experience in project management, including complex projects involving multiple functional groups. Experience in medical education/publishing, clinical research, or medical product development is desired. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
Skills
N/A
The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.
Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas-an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.
Essential Physical Job Functions
Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.
