The Division of Integrated Healthcare of the Department of Health and Human Services is hiring a Functional Manager for the Office of Systems and Project Management (OSPM).

The Functional Manager oversees 7 Senior Business Analysts and the Configuration Team consisting of one Configuration manager and 3 Senior Business Analysts. The Functional Manager is responsible to work hand in hand with Acentra Health, the vendor who supported the design, development and implementation of the Provider Reimbursement Information System for Medicaid (PRISM) system and is now supporting the operational activities of PRISM.

Overseeing the Functional & Configuration teams includes being aware of all their responsibilities and supporting system updates, projects, tasks, and assignments. Responsibilities are many, a few examples include:

• Monitoring timely responses of the SharePoint Operations Tracker (SPOT) tasks
• Tracking PRISM enhancement requests from request to implementation
• Planning and preparing the documentation updates for each release of system updates and new functionality to the PRISM system
• Coordinate & communicate with the vendor on system updates and proposals to ensure they are understood and next steps are outlined
• Timely follow up on system interface errors to bring to resolution
• Coordinate participation in several workgroups that support PRISM issue resolutions and ongoing operations
• Assess the level of urgency on items and know when to escalate and when to apply
• Create and maintain standard operating procedures in all areas to maintain visibility, consistency, and quality
• Compile and present information to leadership for their information, input and or approval
• Mentor, monitor, and track job responsibilities and accuracy for all employees under the Functional team
• Professionally represent DHHS & PRISM in meetings and other communication with the agency and with outside vendors and representatives

The Functional Manager of OSPM needs to be aware of the activities in all these areas and understand their connection and overlap with each other to appropriately communicate across the offices and make sound decisions.

This position also involves setting goals for individual performance plans and deadlines in ways that comply with the division’s plans and vision, organizing workflow and ensuring that employees understand their duties or delegated tasks, and monitoring employee productivity and providing constructive feedback and coaching.

Preference may be given for experience with

• Project Management experience on very large and complex systems
• Managing Medicaid IT systems
• Defining requirements for system updates
• Utah Medicaid
• SharePoint

Note: as of April 8, 2024, DHHS employees will be working a hybrid schedule, which includes 2 office days per week and 3 telework days.

Why work for the Utah Department of Health and Human Services? In addition to the rich benefits the State of Utah offers, the department offers:

• On-site fitness center, for a minimal membership fee
• UTA Eco Pass, at a discounted monthly rate
• Teleworking opportunities with a minimum 2 office days per week beginning 04/2024.
• On-site day care center at the Cannon Health Building with First Steps Day Care - contact for rates and availability, 801-538-6996

If offered this position, your employment will be contingent upon passing a background check and review. There will be no cost to you for this check. This check will include fingerprinting, which will be available at various DHHS locations for your convenience. Fingerprinting will be completed prior to your first day of employment. You may review the policy by

Example of Duties

• Meet regularly with direct reports to support their work, ensure they are on track with projects and assignments
• Develop, monitor, and complete quarterly and yearly performance evaluations
• Provide weekly status reports and ensure direct reports complete their weekly reports
• Make decisions when items are escalated
• Consult with the office director or assistant office director as needed in decision making and to collect input
• Understand the roles and responsibilities of our vendor, as well as our business partners
• Organize and manage tasks while assessing deadlines and needed resources
• Regular follow up with staff on their deadlines and bandwidth
• Utilize MS WORD, Excel and Visio in document and report creation
• Use SharePoint for project information and processes
• Plan for periods of needed overtime work
• Assist the office director or assistant office director as needed for coverage and capturing decisions and reasons for decision when they are not present in the discussion
• Monitor proper use of leave time
• Become familiar with the fiscal note process during the legislative session and provide necessary feedback in a timely manner
• Assist in determining the impacts to the PRISM system for Policy & Operation changes, Issue Sheets, or SPOT requests

Typical Qualifications

• 5 or more years of project management experience
• Proven ability to measure task performance using appropriate tools, systems, and techniques
• Ability to lead and direct diverse teams of employees, leaders, and customers
• Excellent leadership skills and the ability to manage and motivate others
• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Excellent organizational skills and attention to detail
• Excellent time management
• Ability to manage change
• Ability to plan, organize and prioritize schedules and workload to accomplish tasks and meet deadlines
• Facilitate meetings and discussions with a variety of stakeholders
• Follow agency objectives, organization, structure and mission
• Skill and ability to decide or solve a problem by using logic to identify key facts, explore alternatives, and propose quality solutions
• Skill and ability to use Google Docs, Gmail, Microsoft Word, Excel, Visio, and SharePoint
• Problem solving skills
• Diversity awareness
• Being flexible
• Maintaining a professional outlook
• Ability to delegate

Supplemental Information

• Effective July 1, 2021, State of Utah Employees must either reside in Utah or be in the process of relocating to within 30 days of their start date.
• This position may currently be a hybrid of both in-office and remote work days. Please note, a position's eligibility for remote work is established by agency management and is subject to change at their discretion, at any time and for any reason.
• Risks found in the typical office setting, which is adequately lighted, heated and ventilated, e.g., safe use of office equipment, avoiding trips and falls, observing fire regulations, etc.
• Typically, the employee may sit comfortably to perform the work; however, there may be some walking; standing; bending; carrying light items; driving an automobile, etc. Special physical demands are not required to perform the work.