AI Project Intake Coordinator

EDUCATION & EXPERIENCE
Minimum Qualifications:

• Bachelor’s Degree in a related field or equivalent experience
• 6 years of project management experience in implementing large to 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 (preferred).

LICENSES, REGISTRATIONS OR CERTIFICATIONS
Preferred:

• 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:

Salary range:  $100,000 – $120,000 

Actual salary commensurate with experience.

Work Schedule:

Partial Remote, onsite as needed. Monday through Friday, 8am to 5pm, and as needed on occasion.