Project Manager, Office of the Chief Administrative Officer

Posted by City of Philadelphia on October 15, 2019

The Office of the Chief Administrative Officer (CAO) works to modernize city government and improve the efficiency and effectiveness of City services and processes. We focus on innovating and strengthening the Citys administrative functions and enabling resident-facing departments to evaluate, plan, and continually improve their service delivery.

Job Description

The Project Manager coordinates the implementation of enterprise-wide process improvement projects as directed by the Director of Projects. The Project Manager documents business requirements, develops project charters and work plans to address problem/opportunity, remediates troubled projects, ensures new projects have detailed plans and are launched correctly and on time, and supports and leads the implementation of process improvement/service design/technology projects in coordination with partner agencies and offices. To successfully perform this role, this position needs to act as a liaison among stakeholders in order to understand the structure, policies, and operations of various city departments, and to analyze and report on solutions that enable the organization to achieve its goals. The Project Manager will also play an essential role in analyzing data from projects, tracking key performance metrics, and supporting data-driven decisions. The Project Manager is responsible for: a) the research, planning, and collection of business requirements for process improvement projects; b) research on other technology initiatives that facilitate improvements to inform innovative approaches at CAO; and c) the design and implementation of new processes and tools that advance improvements across the enterprise. The successful candidate must reside in the City of Philadelphia or establish primary residence in the City of Philadelphia within six months of employment.

Essential Functions

  • Work with stakeholders to identify and understand their needs and the environment in which they work, and ensure their underlying needs are understood, rather than their stated desires.
  • Collect and clearly document business requirements and business processes.
  • Communicate requirements appropriately to ensure stakeholders and the project team remain in agreement on the solution scope, how requirements are communicated to stakeholders, and how knowledge is maintained for future use.
  • Efficiently develop and manage project timelines to provide status updates to key leadership.
  • Develop, clarify and manage the scope of the project, define deliverables and achieve targeted outcomes on time.
  • Effectively manage projects and project teams to achieve project outcomes, ensuring that project requirements are achieved in a timely fashion, within budget guidelines, and in accordance with City legal and administrative policies or procedures.
  • Establish a collaborative environment for project teams where knowledge is shared across disciplines on a regular basis to advance projects.
  • Engage project teams and build collaborative relationships among project team members. Identify needed resources, assign responsibilities and develop timeframes to facilitate successful completion of project activities and deliverables.
  • Convene project meetings with internal stakeholders and contracted service providers.
  • Conduct data analyses, set performance indicators, track project related metrics, and prepare status reports and dashboards for presentation to mid-level and senior leaders.
  • Communicate (verbally and in writing) effectively with stakeholders about projects.
  • Establish and maintain collaborative and effective working relationships with peers, supervisor, and departmental leaders.
  • Map current state of business processes and assess current state to identify improvements for a future state.
  • Manage and support additional projects and tasks as assigned by the Director of Projects.

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