What are the responsibilities and job description for the Project Aide position at Leon Medical Centers?
Company Description
Founded in 1996 in South Florida, Leon Medical Centers is a trusted healthcare provider, committed to enhancing the lives of nearly 40,000 Medicare recipients. Our team of over 2,500 professionals prioritizes personal attention and compassion in patient care every day. At Leon, employees thrive in a supportive workplace that emphasizes trust, respect, and integrity. We offer comprehensive benefits, career development opportunities, and mentorship to help our team members grow professionally. Join our purpose-driven organization where compassion and excellence come together to make a difference.
SUMMARY
The position of Project Aide operates as a support role within the MIS Department and functions under the direction of Project Managers and PMO leadership. The Project Aide assists with the coordination, tracking, documentation, and administrative support of multiple projects to ensure alignment with organizational goals, timelines, and standards. The Project Aide plays a key role in supporting project execution by maintaining project documentation, monitoring progress, coordinating meetings, and facilitating communication among stakeholders. This role contributes to ensuring projects remain organized, compliant with PMO frameworks, and on track throughout the project life cycle.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Assists Project Managers in developing and maintaining project documentation, including charters, schedules, trackers, and supporting materials.
2. Supports coordination of project resources by communicating with internal teams and third‑party vendors under the guidance of Project Managers.
3. Assists in the development and maintenance of project task lists and Work Breakdown Structures (WBS).
4. Helps track project timelines, milestones, costs, risks, and deliverables using established PMO tools and templates.
5. Prepares and organizes project materials for review, approval, and distribution to project team members and stakeholders.
6. Schedules, coordinates, and supports project meetings by preparing agendas, taking detailed meeting minutes, and distributing action items in a timely manner.
7. Maintains project issue logs, action item lists, and risk trackers to ensure visibility and proper follow‑up.
8. Assists in monitoring project progress against baselines and supports the compilation of project metrics and performance data.
9. Escalates potential issues, risks, or schedule changes to Project Managers for review and resolution.
10. Provides administrative and logistical support to project teams throughout all phases of the project life cycle.
11. Supports the preparation of project status reports, dashboards, and summaries for leadership and stakeholders.
12. Assists with documentation and coordination related to application reviews, system enhancements, and end‑user requests.
13. Supports MIS by coordinating schedules, tracking testing progress, documenting feedback and facilitating approvals.
14. Assists with implementation activities by communicating important dates, distributing materials, and supporting end‑user readiness initiatives.
15. Maintains organized project archives, ensuring documentation, approvals, and change requests are properly stored and updated.
16. Utilizes PMO-defined tools, templates, processes, and best practices to ensure consistency across projects.
17. Adheres to all MIS policies, procedures, and standards, including security and operational guidelines.
18. Assists MIS management and Project Managers with special initiatives, audits, and process improvement efforts.
19. Participates in weekly line‑ups, department meetings, and project status meetings as required.
20. Demonstrates courtesy, professionalism, and teamwork when interacting with patients, visitors, vendors, and employees.
21. Participates in training, professional development, and in-service education as assigned.
22. Maintains confidentiality of all information in accordance with state and federal regulations.
23. Performs special projects and other duties as assigned.
QUALIFICATIONS
To perform this job successfully, an individual must have strong verbal and written communication skills and the ability to work effectively with individuals at all organizational levels. The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities simultaneously. Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Teams) is required. Familiarity with project management tools, documentation practices, and basic SDLC concepts is preferred. Experience in a healthcare or corporate operations environment is a plus. The individual must demonstrate professionalism, discretion, and the ability to work well independently and as part of a team. The ability to follow structured processes while remaining adaptable to changing priorities is essential.
EDUCATION
Associate of Arts (AA) or completion of a minimum of two (2) years of college required.
LANGUAGE SKILLS
Fluent in English and Spanish required.
CERTIFICATES, LICENSES, REGISTRATIONS
Project management coursework or certifications (e.g., CAPM) preferred but not required.
WORK EXPERIENCE
Minimum of one (1) to three (3) years of experience in a project support, project aide, project coordinator, or administrative role, supporting project management or business analysis activities such as documentation, requirements gathering, process analysis, meeting coordination, testing support, and collaboration with cross‑functional teams.
PHYSICAL DEMANDS/WORK ENVIRONMENT
Work time is approximate. Hours and days may change according to company needs.
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This work requires the following physical activities: climbing, bending, stooping, kneeling, twisting, reaching, sitting, standing, walking, lifting, finger dexterity, grasping, repetitive motions, talking, hearing and visual acuity. Individual will be exposed to virus, disease and infection from patients and specimens in working environment. The work is performed indoors.