Patient Outcome Project Manager

ASSIGNMENT SUMMARY

The Patient Outcome Project Manager (POPM) is responsible for the planning, implementation, evaluation, and management of projects and initiatives across the organization aimed at improving health outcomes and operational efficiency, with primary focus on the execution of grant-funded programs.

The POPM is accountable for the management and execution of grant funded deliverables, including but not limited to maintaining work plans, monitoring deliverables and budgets, tracking compliance with funder requirements, and reporting status to leadership and stakeholders on a defined schedule.

MATRIX SUPERVISION

The POPM operates within a matrix supervisory structure.

The POPM reports to the Vice President of Development and Administration, who serves as the POPM’s primary administrative supervisor and is responsible for overall employment supervision, day-to-day administrative supervision, strategic direction in grant administration, funder commitments, and alignment with development priorities.

The POPM maintains a dotted-line functional reporting relationship to the Associate Vice President of Operations, who serves as the POPM’s functional supervisor for projects affecting clinic operations, including operational implementation, clinic capacity, workflow, facilities, staffing impacts, patient access, or service delivery. In this capacity, the Associate Vice President of Operations provides supervisory direction and oversight to ensure projects are operationally feasible, appropriately sequenced with clinic capacity, and supported by site and department leadership. This functional supervisory relationship extends beyond consultation or stakeholder input and includes appropriate authority over operational decisions within the scope of these projects and any other projects under operations purview.

PROJECT INTAKE AND PRIORITIZATION

All new project requests are submitted through a standard intake process and reviewed jointly by the VP of Development and Administration and the AVP of Operations.
The POPM maintains a portfolio view of active projects with status, capacity load, and risk flags. The POPM identifies and reports capacity concerns but does not independently determine organizational or operational capacity.
Projects are prioritized against funder deadlines, compliance exposure, and operational readiness.
KEY RESPONSIBILITIES

Grant-Funded Program Execution

Lead the structured handoff from the Development team at the point of award, including review of the approved scope, work plan, budget, logic model, reporting calendar, and Notice of Award conditions.
Build and maintain a detailed work plan for each funded project, mapped to funder-approved deliverables and timelines.
Monitor project budgets and spend-down, coordinating with Finance to identify variances early and flag underspend or overspend risk.
Track compliance with award conditions, including allowable cost rules, matching or in-kind requirements, and time-and-effort documentation.
Prepare and route change-in-scope, carryover, and no-cost extension requests through the VP of Development and Administration. Any proposed modification affecting clinic operations, staffing, workflow, facilities, patient access, service capacity, scheduling, or operational resources requires review by the AVP of Operations prior to organizational commitment or submission.
Any budget modification requested or required by the funder that affects clinic operations, staffing, workflow, facilities, patient access, or service delivery is reviewed with the AVP of Operations prior to acceptance.
During proposal development, the Development team reviews the proposed scope, deliverables, and operational assumptions with the AVP of Operations prior to submission. Operational review under this section is completed within five business days of request or any turnaround timeline needed to effectively meet funder submission deadlines.
Compile programmatic data and draft progress reports for funder submission, with program data validated by Quality or Operations prior to submission.
Maintain audit-ready project documentation and serve as the operational point of contact during funder site visits and monitoring.
Support alignment between grant program requirements and HRSA Health Center Program compliance requirements and UDS reporting, in coordination with the responsible departments.
Project Management and Delivery

Coordinate cross-functional project teams, including clinic, administrative, and operational staff, to ensure integrated service delivery.
Develop project-specific performance measures and monitor project outcomes.
Ensure projects align with strategic planning priorities and comply with all regulatory, policy, and accreditation requirements.
Create and maintain project documentation, including project plans and Gantt charts, status reports, risk registers, policies, procedures, and evaluation metrics.
Support implementation of patient-facing project activities, including coordinating patient outreach and follow-up, facilitating communication with patients and staff, and tracking patient attendance, as applicable.
Conduct project closeout for each completed project, including documentation of outcomes, lessons learned, and transition of sustained activities to the owning department.
Stakeholder Communication

Provide regular status updates to project Sponsors, affected department leadership, and organizational leadership on a defined schedule.
Provide regular updates and strategic recommendations to organizational leadership.
Serve as the project liaison for grant-specific audit activities, including coordinating required documentation, supporting materials, grant-related inquiries, and follow-up on project-approved audit findings and deliverables, in coordination with the appropriate organizational leaders.
Ensure clinical providers and site staff are informed of programs operating in their sites, including which patients are enrolled and periodic status updates, without requiring intensive provider involvement
Training and Capability

Provide training and education to clinic staff on approved project-specific workflows, compliance regulations, process improvement methodologies, safety protocols, and best practices.
Support operational and quality-improvement initiatives when assigned as formal projects, while functional authority remains with the responsible department leader.
Other duties as assigned.

PERFORMANCE MEASURES

On-time completion rate for funder deliverables and reporting submissions
Grant budget variance within approved thresholds
Zero funder findings related to project documentation or compliance
Project work plans current and status reports issued on schedule
Sponsor and department satisfaction with project coordination
Documented closeout for completed projects

REQUIRED KNOWLEDGE AND COMPETENCIES

Project management methodology, including scope, schedule, budget, and risk management
Grant-funded program administration and funder compliance
Oral and written communication, including executive-level reporting
Complex problem solving, including identifying and mitigating risks to project success
Critical thinking, decision making, and judgment
Project performance management and results-based accountability
Familiarity with clinic operations sufficient to coordinate effectively with clinical and administrative teams
Time management and portfolio prioritization
Influence without authority, including building agreement across departments that do not report to the role

MINIMUM QUALIFICATIONS

Bachelor's degree in Health Administration, Public Health, Nursing, or a related field, and 3 to 5 years of project management experience; or an equivalent combination of education and experience totaling 7 years in project management within a clinic or community health setting
Demonstrated experience or familiarity with managing grant-funded programs, including work plan development, budget monitoring, and meeting strict reporting deadlines
Demonstrated experience leading cross-functional teams without direct line authority
Proficiency with project management tooling, Google Workspace, and Microsoft Office, including intermediate to advanced Excel for data tracking and reporting
Valid California driver’s license and insurable driving record

PREFERRED QUALIFICATIONS

Familiarity with community-based health care, Medicaid and Medicare, FQHCs, or public health programs
Experience with EHR-based reporting and data extraction
Bilingual English/Spanish or English/Korean

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:
This is primarily an office position that requires only occasional bending, reaching, stooping, lifting and moving of office materials weighing 25 pounds or less. The position requires daily use of a company provided computer and requires entering, viewing, and revising text and graphics on the computer terminal and on paper. The position requires occasional travel to attend on- and off-site meetings.