JOB SUMMARY
The Project Manager, CIE Implementation plays a key role in supporting the planning, coordination, implementation, maintenance, and continuous improvement of the Chicago Regionwide Community Information Exchange. The Project Manager willbe responsible fordeveloping andmaintainingproject plans, timelines, risk registers, issue logs, decision logs, performance metrics, meeting documentation, implementation trackers, and related project management tools.
This role supports coordination across multiple CIE workstreams, including partner onboarding, vendor coordination, technology implementation, legal and privacy requirements, training, help desk readiness, data governance, reporting, funder requirements, and governance activities. The Project Manager willmonitorproject progress,identifyrisks and competing priorities, support mitigation planning, track follow-up, and help ensure that CIE implementation activities are clearly documented and moving forward.
The ideal candidate will be able to learn quickly, askstrong questions, organize complex work, connect operational and technical details, communicate clearly across diverse audiences, and bring structure to a dynamic, multi-partner implementation environment.
This is a project management and implementation coordination role.It does not serve as the technical architect, platform developer, interoperability lead, or primary system builder. The Project Manager will work closely with CIE leadership, consultants, vendors, technical partners, and implementation staff to ensure that workplans, deliverables, risks, decisions, and dependencies are clearly managed.
This position is full-time, exempt, and reports to the CIE Managing Director. IPHI’s standard work week is 37.5 hours.?
To apply: Please go to www.iphionline.org. Complete applications must include a resume, cover letter, a writing sample, and completion of an online questionnaire. Only complete applications will be reviewed. The cover letter should compare your qualifications, experiences, and interests to the duties, responsibilities, and qualifications listed below for the position. Applications will be considered on a rolling basis until the position is filled.
Candidates will be required to successfully complete a background screening, which may include verification of employment, education, criminal history (where permitted by law), and a review of publicly available online information consistent with applicable law. Completion of all required pre-employment screening is a condition of employment with the Illinois Public Health Institute ("IPHI"). If an applicant declines to authorize a required background check or other required pre-employment verification applicable to the position, IPHI may discontinue the hiring process or withdraw a conditional offer of employment.
DUTIES AND RESPONSIBILITIES
Project Planning & Execution
- Develop,maintain, and update CIE project plans, timelines, milestones, budgets, risk registers, issue logs, decision logs, performance metrics, implementation trackers, and related project documentation.
- Track project progress across multiple CIE workstreams, including partner onboarding, vendor coordination, technology implementation, legal, privacy and security, training, help desk readiness, data governance, reporting, funder requirements, and governance activities.
- Identifyproject risks, issues, delays, competing priorities, contractual obligations, and implementation barriers, and support development and implementation of mitigation strategies.
- Translate strategic goals, partner needs, funder requirements, vendor deliverables, contractual obligations, and operational requirements into actionable project tasks, owners, timelines, and next steps.
- Maintain clear,accurate, and up-to-date project documentation to support transparency, accountability, continuity, and informed decision-making across the CIE team.
- Support implementation, maintenance, and continuous improvement of CIE-related workflows, tools, documentation practices, and implementation processes.
Implementation & Technical Coordination
- Develop a strong working understanding of CIE’s partner workflows, internal processes, vendor platforms, funder requirements, approved scopes of work, and implementation requirements.
- Help connect partner and operational needs toimplementationactivities by documenting workflows,identifyinggaps, clarifying requirements, and communicating needs to appropriate team members, vendors, consultants, or technical partners.
- Support efforts to improve implementation coordination, reduce bottlenecks, strengthen workflows, andidentifypractical solutions to project challenges.
- Serve as a project management liaison across programmatic, technical, legal, data, engagement, training, help desk, vendor, and funder-facing workstreams.
- Coordinaterequirementsgathering, workflow documentation, testing coordination, user feedback, issue tracking, and implementation follow-up as needed.
- Support implementation activities in a way that promotes partner adoption, reduces unnecessary burden, and strengthens alignment between CIE operations and participating organizations’ workflows.
Vendor & Partner Coordination
Coordinate with internal teams, consultants, vendors, healthcare providers, community-based organizations, public agencies, and other external partners to support CIE implementation.
Track vendor deliverables, contract-related project obligations, meeting follow-up items, implementation dependencies, and performance concerns.
Support vendor and partner meetings by preparing agendas, documenting decisions and action items, tracking follow-up, and escalating unresolved issues.
Assistwith communication between technical and nontechnical stakeholders to ensure project needs, risks, timelines, obligations, and decisions are clearly understood.
Support clear role definition across vendors, consultants, internal staff, and external partners so that responsibilities, ownership, and next steps are understood.
Risk, Issue, Decision & Conflict Management
- Maintain risk registers, issue logs, decision logs, and action item trackers that clearlyidentifyowners, next steps, deadlines, escalation needs, and mitigation strategies.
- Navigate competing priorities across internal teams, vendors, partners, funders, and stakeholders by clarifying tradeoffs, documenting decisions, and elevating unresolved conflicts.
- Support leadership inidentifyingproject options, decision points, implementation risks, and recommended next steps.
- Escalate risks, delays, scope concerns, or unresolved issues early and clearly, with relevant context and proposed paths forward.
- Help ensure thatimplementationrisks are documented, tracked, followed up on, and connected toappropriate decisions, resources, or escalation pathways.
Communication, Reporting & Documentation
- Prepare project updates, reports, briefings, presentations, and implementation summaries for CIE leadership, partners, funders, governance bodies, and other stakeholders as needed.
- Communicate project status, risks, issues, decisions, obligations, and next steps clearly in writing and verbally.
- Document workflows, system changes, support processes, lessons learned, and continuous improvement opportunities.
- Ensure project meetings have clear objectives, agendas, materials, decision points, action items, and documented outcomes.
- Support leadership in preparing materials that communicate implementation status, constraints, risks, and progress in a clear and organized manner.
Collaboration, Learning & Continuous Improvement
- Work collaboratively with CIE leadership, staff, consultants, vendors, and partners to support successful project execution.
- Build trust with technical and nontechnical colleagues by communicating clearly, listening actively, asking thoughtful questions, and following through on commitments.
- Contribute to ateamculture of accountability, curiosity, humility, continuous learning, respectful communication, and collaborative problem-solving.
- Receive, integrate, and act on feedback with professionalism and commitment to continuous improvement.
- Support development and improvement of project management tools, workflows, templates, and shared documentation practices.
Other duties as assigned.
