Project Manager II - Quality & Patient Safety Initiative

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Title:

Project Manager II

The College of Medicine (COM) is seeking a Project Manager II to provide operational project leadership and implementation support for the AI/QI Program within the Quality and Patient Safety Initiative (QPSi). Under general supervision, this position oversees multiple projects of moderate to complex scope, ensuring coordination, tracking, and execution align with university, departmental, and program goals.

Reporting to the Director of Operations and Strategy, the Project Manager II will work closely with AI/QI leadership, project sponsors, faculty, staff, and operational stakeholders to translate business needs into actionable project plans with clearly defined scope, deliverables, timelines, and success measures. This position is responsible for developing and maintaining project plans, facilitating meetings, resolving barriers to progress, managing project documentation, and ensuring consistent reporting.

A core component of this role is the operational use of Smartsheet to track, monitor, organize, and report on project activities, timelines, milestones, dependencies, risks, and deliverables across a portfolio of AI/QI projects. The incumbent will also support the development and refinement of processes, tools, and workflows that strengthen project execution and program operations.

This position requires strong organizational skills, attention to detail, the ability to manage multiple priorities, and excellent communication and relationship-building skills. The ideal candidate is motivated by improving healthcare quality and patient safety through structured execution, process improvement, and operational excellence.

• Oversee multiple AI/QI Program projects of moderate to complex scope from initiation through implementation and post-implementation transition.
• Partner with project stakeholders to define project scope, goals, deliverables, success measures, and timelines aligned with QPSi and COM priorities.
• Collaborate with stakeholders to develop detailed project plans, timelines, milestones, and resource plans; monitor progress and adjust as needed to support successful completion.
• Facilitate project meetings and ensure consistent project governance through agenda development, documentation, action item tracking, and follow‑up.
• Proactively identify barriers, risks, and scope changes; facilitate issue resolution and communicate impacts to stakeholders and leadership.
• Ensure project deliverables meet quality standards, align with UF policies and procedures, and follow best practices for project execution.
• Support post‑project transition planning to ensure sustainability, operational handoff, and long‑term adoption of implemented solutions.

• Serve as the primary operational administrator for AI/QI Program project‑tracking solutions (Smartsheet and related tools), ensuring that workflows, standards, and governance processes established by operational leadership are consistently executed and maintained, with Smartsheet serving as the primary platform.
• Works with QPSi Operations team to create, maintain, and improve Smartsheet work spaces, dashboards, intake forms, reports, project trackers, milestone plans, and automated workflows.
• Track and monitor project status across the AI/QI portfolio, ensuring timelines, deliverables, risks, dependencies, and resource constraints are visible and current.
• Develop standardized reporting and progress update formats for leadership, sponsors, and stakeholders.
• Support project intake, prioritization, resourcing, and documentation processes to improve operational efficiency and transparency.
• Maintain accurate project records and documentation in accordance with UF standards, QPSi practices, and applicable privacy and compliance requirements.
• Assist in collecting data and information to develop progress reports, proposals, articles, presentations, and other relevant documents and communication materials for the QPSi.
• Establish and maintain relationships with internal and external stakeholders and…