Artificial Intelligence (AI) Senior Intake Coordinator - ITS-Project Management Office
- Galveston, Texas, United States
- Hot•Information Technology UTMB Health Requisition # 2602174 •
Minimum Qualifications:
- Bachelor's Degree in a related field or equivalent experience, and six (6) years of project management experience in implementing large-scale, enterprise-scale complex projects.
Preferred Qualifications:
- + Experience supporting or managing Artificial Intelligence (AI), machine learning, or advanced analytics initiatives, including familiarity with governance, data considerations, and cross-functional coordination.
+ Prior experience in a healthcare, academic medical center, or hospital environment, with an understanding of clinical workflows, patient care impacts, and regulatory considerations. + Demonstrated experience in project intake, demand management, or portfolio governance, including facilitating discovery sessions, business case development, and prioritization processes. + Strong understanding of project management methodologies, with the ability to apply both traditional (Waterfall) and Agile approaches depending on project needs. + Experience working with third-party vendors, contract coordination, and procurement processes, ensuring alignment between project scope, timelines, and contractual agreements. + Proven ability to engage and influence stakeholders across all levels of the organization, including clinical, operational, and executive leadership. + Experience managing or supporting capital projects or large-scale initiatives, including coordination across multiple teams and dependencies. + Familiarity with enterprise systems and integrations and their impact on operations. + Experience with project portfolio management (PPM) tools, such as Monday.com or similar platforms, including dashboarding and reporting capabilities. + Strong analytical and organizational skills, with the ability to translate complex ideas into structured plans, clear documentation, and actionable insights. + Proven ability to operate in a high-volume, fast-paced intake environment, balancing multiple priorities while maintaining attention to detail and governance standards. + Working knowledge of enterprise systems, integrations, and IT environments, including exposure to platforms such as Epic or similar systems. + PMP certification
Job Summary:
- Plans, executes, and finalizes several small to large-scale projects simultaneously and according to strict deadlines and within budget. Defines the project's objectives and oversees quality control throughout its life cycle.
Job Duties:
- + Serve as a primary coordinator for Artificial Intelligence (AI) initiatives, providing project management support, facilitating cross-functional collaboration, and ensuring appropriate governance, documentation, and stakeholder alignment for emerging technologies.
+ Lead and facilitate the intake and discovery process for incoming project requests from enterprise stakeholders, ensuring requests are clearly defined, scoped, and aligned with organizational priorities before progressing to execution. + Partner with business, clinical, and technical stakeholders to identify impacted systems, teams, and dependencies, and develop high-level estimates for software, hardware, and labor to support informed decision-making. + Collaborate with leadership, governance bodies, and departmental stakeholders to support project prioritization, intake reviews, and capital planning processes. + Act as a liaison between Information Technology Services, clinical/operational departments, vendors, and external partners, ensuring alignment of expectations, timelines, and deliverables. + Coordinate closely with purchasing and contracting teams to ensure project scope, timelines, and vendor agreements remain aligned throughout the intake and initiation process. + Establish and maintain project documentation, intake artifacts, and reporting, ensuring transparency and consistency across all requests entering the PMO pipeline. + Monitor and track intake pipeline health, identifying risks, bottlenecks, and opportunities to improve efficiency and throughput. + Support the transition of approved requests into project execution by ensuring complete and accurate handoff to project managers and delivery teams. + Promote and enforce PMO standards, governance practices, and intake processes, driving consistency and continuous improvement. + Build and maintain strong relationships with stakeholders, business analysts, end users, and vendors, managing expectations and ensuring accountability across all parties. + Ensure timely completion of assigned tasks and deliverables, proactively addressing issues and escalating risks as appropriate.
Knowledge/Skills/Abilities:
- + Strong critical thinking and analytical skills, with the ability to assess complex requests, identify risks, and translate ambiguous needs into structured, actionable plans.
+ Demonstrated ability to operate as a change agent, driving adoption of new processes, technologies, and governance practices across diverse stakeholder groups. + High level of adaptability and flexibility, with the ability to manage shifting priorities in a fast-paced, high-demand environment. + Excellent leadership, communication, and interpersonal skills, with the ability to engage and influence stakeholders at all levels, including executive leadership, clinical staff, and technical teams. + Ability to facilitate discussions and decision-making, encouraging collaboration while driving alignment and accountability. + Strong problem-solving skills, with the ability to manage multiple concurrent priorities, including urgent and unplanned requests, while maintaining quality and consistency. + Ability to foster a culture of innovation and continuous improvement, particularly in support of emerging technologies such as Artificial Intelligence (AI). + Commitment to delivering exceptional customer service, with a focus on stakeholder experience, responsiveness, and trust-building. + Strong organizational skills with attention to detail, ensuring accuracy in documentation, intake processes, and project artifacts. + Demonstrated experience presenting to and working with executive sponsors, with the ability to communicate effectively with both technical and non-technical audiences across all levels of the organization. + Experience supporting or managing project intake, demand management, or portfolio governance processes, including discovery, prioritization, and project initiation. + Familiarity with Artificial Intelligence (AI), advanced analytics, or emerging technologies, and the ability to support governance, coordination, and cross-functional collaboration for these initiatives. + Experience working with multiple project management methodologies, including Agile (Scrum), Waterfall, and hybrid approaches, with the ability to apply the appropriate methodology based on project needs. + Experience in a healthcare, academic medical center, or hospital environment, with an understanding of clinical workflows, regulatory considerations, and patient care impacts. + Experience coordinating with vendors, procurement, and contracting processes, ensuring alignment between project scope, timelines, and agreements.
Salary Range:
- $100,000.00 - $120,000.00, actual salary commensurate with experience.
Work Schedule:
- Partial Remote, onsite as needed. Monday through Friday, 8 am to 5 pm, and as needed on occasion.
- Equal Employment Opportunity
- UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law.
As a Federal Contractor, UTMB Health takes affirmative action to hire and advance protected veterans and individuals with disabilities. Compensation
