Capacity Planning & Vendor Manager

Job DescriptionJob Description

POSITION TITLE: Capacity Planning and Vendor Manager

Supervised by: Vice President, Implementation Services

Supervises: Program Support Analyst

FLSA Status: Exempt / Full-Time / Salary

POSITION SUMMARY. The Capacity Planning and Vendor Manager is responsible for effectively managing and allocating resources across projects and teams to ensure optimal utilization and alignment with organizational goals and improving resource productivity. This role involves coordinating personnel, working with management teams on skills alignment, forecasting future needs for staffing decisions, ensuring WorkFront data accuracy, and communication with leadership to mitigate risks and challenges and ensure accountability throughout the organization. This position will ultimately be responsible for working with finance to ensure accurate revenue model and that changes to projects are updated and accurately reflected in our forecast.

JOB DUTIES and ESSENTIAL FUNCTIONS. A qualified individual must be able to perform these essential functions of the job as listed, with or without accommodation.

1. Resource Planning, Allocation and Utilization
   1. Develop and maintain a comprehensive resource plan to ensure proper allocation of personnel and materials across projects for a multi-disciplinary team.
   2. Collaborate with Managers, Project Managers and department leads to identify resource needs and resolve conflicts.
   3. Responsible for managing project timelines across Implementation Services and ensuring project data is accurate in Workfront.
   4. Responsible for ensuring accountability on project timelines and escalating issues to leadership if they are not.
   5. Manage all Implementation Services project data to assure MediQuant is hitting their target forecast.
   6. Document and be ready to report on why project timeline changes occur.
   7. Monitor and analyze resource utilization to ensure productivity. Report to leadership on any productivity issues.
   8. Identify opportunities to optimize resource usage and reduce downtime.
   9. Coordinate with Managers, Project Managers and department leads to ensure scope changes and amendments are processed and updated in Workfront
   10. Assist with assigning non-billable project based work, such as training, process improvement initiatives, marketing assistance, or other internal projects when resources are underutilized.

1. Stakeholder communication
   1. Serve as the primary point of contact for resource – related inquires and updates.
   2. Work closely with sales and client services teams to understand opportunities in the sales pipeline, and communicate availability of staffing levels and constraints in a timely manner.
   3. Work closely with finance on revenue forecast and updates as project timelines change and assure accuracy of company revenue model.
2. Reporting and Insights
   1. Analyze data to look at productivity, utilization, and revenue expectations.
   2. Prepare and present regular reports to leadership on resource utilization, revenue targets, capacity planning and forecasted needs.
   3. Provide recommendations to improve resource efficiency and address gaps to balance productivity.
   4. Participate in budget planning and monitoring of resource-related expenses.
   5. Report out to Implementation Services on revenue model, forecast, productivity and utilization.
3. Process Improvement
   1. Evaluate exiting resource management processes and recommend improvements for better efficiency.
   2. Meet weekly with finance and department leadership to report out on forecast, potential project delays, and concerns on productivity.
   3. Implement tools and systems to streamline resource tracking and allocation.
4. Extract Vendor Management
   1. Supervise operational setup.
   2. Manage required onboarding and security activities.
   3. Work with Vendors and project management to assure that extractors are delivering data on time.
   4. Conduct regular status checks.
   5. Monitor and communicate project status, required assessments and assigned training.
   6. Deliver regular report-outs to Implementation Services management and company leadership.
5. Training & Staff Development.

   1. New Hire Onboarding – Prepares new hire 30-60-90-day training plan, and integrates feedback into daily, weekly, and monthly one-on-one meetings. Prepares initial feedback for team performance reviews.

   2. Performance Management – Conducts regularly-scheduled meetings with individual team members to review status of their work, clarify role expectations, provide feedback, identify training needs, discuss growth plans, and match up their skill sets with new and challenging projects. Ensures that performance appraisal meetings are conducted at agreed upon intervals (i.e., 90 days, semi- and annual reviews).

   3. Coaching and Mentoring – Creates a learning environment and encourages staff to participate in skill development. Supports staff efforts to engage in self-directed training whether company-provided, college coursework, professional activities, or professional certifications.

   4. Collaborates with Human Resources and direct supervisor during the interview and hiring processes. Consistently aligns recruiting activities with established Human Resources processes. Actively works to fill open positions in a timely and judicious manner.

QUALIFICATIONS

Competencies:

• Business Acumen
• Strategic Thinking
• Strong Interpersonal Skills
• Leadership
• Problem Solving
• Analytical Skills
• Critical Thinking
• Customer Focus (internal and external)
• Collaboration skills
• Strong organizational skills

Required Education and Experience:

• Bachelor’s degree in business or related field
• Three to five years of related work experience
• Strong understanding of workforce planning and resource allocation
• Knowledge of employment laws and regulations
• Strong leadership, interpersonal and communication skills

Work Environment. Employees may work from our corporate headquarters or work from home. Employees may at times be required to travel to headquarters for meetings or company events. Remote workers will be provided with a company laptop and are responsible for maintaining access to high-speed internet.

Physical Demands. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit for long periods of time, stand; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee is occasionally required to climb or balance; and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, vision, peripheral vision, depth perception and ability to adjust focus.

Position Type and Expected Hours of Work. This is a full-time position, and the hours of work and days are typically Monday through Friday, 8:30 a.m. to 5 p.m. Some flexibility in hours is allowed, but the employee must be available during the “core” work hours of 9:00 a.m. to 3:30 p.m. Occasional evening and weekend work may be required as job duties demand.

Travel. Incumbent may occasionally experience some out-of-the-area and overnight travel.

Work Authorization. In compliance with Federal employment laws, MediQuant will verify the and employment authorization of each person hired. MediQuant participates in the Federal E-Verify program.

Security Clearance. Must be able to pass all security clearances mandated by various government contracts as well as client hospital/healthcare security requirements. Any employee working on government projects will be required to successfully pass a government background check and receive a Common Access Card (CAC). Additionally, the applicant must be a U.S. and will be subject to a Public Trust security background investigation and must meet requirements to obtain a Department of Defense (DOD) network account.

AAP/EEO Statement. MediQuant, Inc. is an equal opportunity employer.

Compliance. Employees shall comply with all MediQuant policies, state and federal laws, regulations, and contractual obligations when accessing MediQuant or client Confidential Data, Confidential Information, and Information Assets.

Other Duties. Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time.