Description

The Project Manager, CIE Technical Implementation position plays a key role in supporting the planning, coordination, implementation, maintenance, and continuous improvement of the Chicago Regionwide Community Information Exchange (CIE). The Project Manager will be responsible for developing and maintaining project plans, timelines, risk registers, issue logs, decision logs, performance metrics, meeting documentation, and implementation trackers. This role will support vendor and partner coordination, monitor project progress, identify risks and competing priorities, and help implement mitigation strategies. The ideal candidate must be able to learn quickly, ask strong questions, connect operational and technical details, communicate clearly across diverse audiences, and bring structure to complex, evolving work.

This position is full-time, exempt, and reports to the CIE Managing Director. IPHI’s standard work week is 37.5 hours.

DUTIES AND RESPONSIBILITIES

Project Planning & Execution

• Develop, maintain, and update CIE project plans, timelines, milestones, budgets, risk registers, issue logs, decision logs, performance metrics, and implementation trackers.
• Track project progress across multiple CIE workstreams, including technology implementation, vendor coordination, partner onboarding, legal/privacy/security, training, help desk readiness, data governance, reporting, funder requirements, and governance
  activities.
• Identify project 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, and continuity across the CIE team.
• Support the implementation, maintenance, and enhancement of CIE-related systems, workflows, tools, 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 to technical implementation activities by documenting workflows, identifying gaps, clarifying requirements, and communicating needs to appropriate team members, vendors, or consultants.
• Support efforts to improve implementation coordination, reduce bottlenecks, strengthen workflows, and identify practical solutions to project challenges.
• Serve as a project management liaison between programmatic, technical, legal, data, engagement, training, help desk, vendor, and funder-facing workstreams.
• Coordinate requirements for gathering workflow documentation, testing coordination, user feedback, issue tracking, and implementation of follow-up as needed.

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.
• Assist with communication between technical teams and nontechnical stakeholders to ensure project needs, risks, timelines, obligations, and decisions are clearly understood.

Risk, Issue, Decision & Conflict Management

• Maintain risk registers, issue logs, decision logs, and action item trackers that clearly identify owners, 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 in identifying project 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.

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

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 a team culture 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

Requirements

QUALIFICATIONS

• Bachelor’s degree in Public Health, Health Administration, Information Technology,
• Business Administration, Project Management, or a related field, or an equivalent combination of education and directly related experience is required
• Three (3) to five (5) years of progressively responsible experience managing or coordination of complex projects, programs, or implementations involving multiple stakeholders, competing priorities, and cross-functional teams.
• Experience supporting healthcare, public health, health information technology (Health, IT), government-funded initiatives, systems implementation, or other complex operational environments is strongly preferred.
• Demonstrated experience developing and managing project plans, timelines, deliverables, budgets, risk mitigation strategies, and project documentation to ensure successful implementation.
• Experience coordinating internal teams, vendors, consultants, contractors, and external partners while maintaining strong working relationships and project accountability.
• Strong project management, organizational, analytical, and problem-solving skills, with the ability to manage multiple priorities and adapt effectively in a dynamic environment.
• Ability to analyze operational workflows, identify opportunities for process improvement, and support practical, collaborative solutions that advance project and organizational goals.
• Excellent written, verbal, and interpersonal communication skills, including the ability to communicate effectively with technical and non-technical stakeholders and prepare reports, presentations, and project updates for leadership and external partners.
• Proficiency with Microsoft Office and project management and collaboration tools such as Teams, SharePoint, Asana, Smartsheet, Microsoft Project, Planner, Monday.com, or similar platforms. 
• Familiarity with healthcare data exchange, interoperability concepts, electronic health records (EHRs), HL7, FHIR, APIs, privacy and security requirements, or health information exchange (HIE) environments is preferred but not required.
• Project Management training or certification (e.g., PMP, CAPM, Agile, Scrum, or Lean) is preferred but not required.
• Demonstrated commitment to collaboration, continuous improvement, health equity, and delivering high-quality, community-centered outcomes.

JOB REQUIREMENTS

• The position is full-time, exempt, 37.5 FTE hours per week
• Must be able to sit at and operate a computer and other office equipment for a significant portion of the workday
• Must be able to move about the office to access files and supplies
• This position may entail occasional work in the evenings or on weekends and requires occasional travel for one or more nights from time to time
• This position is located in Chicago and will require adherence to our hybrid schedule

Compensation: This position offers a salary range of $83,400 - $107,291 per year, depending on experience and qualifications.

Benefits: IPHI offers competitive benefits, including multiple health plan options, dental, vision, employer-paid disability and life insurance, flexible spending accounts, and a 401(k) with employer matching. Employees also receive PTO, paid parental leave, and an Employee Assistance Program, 15 paid holidays, including a week off in December.

Location: This position is located in Chicago. IPHI operates a hybrid office work model where team members work in the office two days per week (Tuesday, Wednesday, or Thursday), and individuals may work in the office or remotely the other three days per week. There is travel for meetings and site visits within Chicago, the suburbs, and Illinois. Occasional overnight travel within Illinois or nationally for conferences and training may be required.

Starting Date: Immediate.