Project Manager, School - based Healthcare Services

Project Manager, School-Based Healthcare Services

The Project Manager, School-Based Healthcare Service, leads the post-award administration of Project 685, ensuring strong fiscal management, regulatory compliance, and effective statewide implementation of school-based health services. The role supports districts through EHR coordination, training, and technical assistance while overseeing Medicaid documentation, reporting, and reimbursement processes to maintain accuracy and accountability. Through data monitoring, collaborative problem-solving, and alignment of timelines, resources, and stakeholder needs, this position drives high-quality, sustainable service delivery and strengthens the capacity of schools to provide essential healthcare supports to students.

Please note: This role requires a consistent, in-person presence at the designated workplace in Oklahoma City, Oklahoma, and does not offer remote, telecommuting, or hybrid options.

Funding Source: This position is funded through the Rural Health Transformation Grant for School-Based Services through the Oklahoma State Department of Health (OSDH) and will expire in October 2031.

Minimum Qualifications

• Bachelor's degree in nursing, public health, healthcare administration, education, business administration, or a related field [official transcripts required upon hire];
• Minimum of 3–5 years of experience in grant management, program administration, healthcare operations, or school-based services;
• One (1) to two (2) years of experience developing and delivering training or technical assistance to diverse audiences;
• One (1) to two (2) years of experience coordinating across multiple stakeholders, including school districts, vendors, and state or local agencies;
• One (1) to two (2) years of experience managing budgets, reconciling accounts, and monitoring expenditures in compliance with funding requirements;
• Knowledge of or ability and willingness to learn about Medicaid programs, including billing, documentation, and compliance standards;
• Strong data analysis and reporting skills, with the ability to translate data into actionable insights;
• Excellent written and verbal communication skills, including report preparation and presentation;
• Strong organizational and project management skills, with the ability to manage multiple priorities and deadlines.

Special Requirements

• Applicants must be currently authorized to work in the United States on a full-time basis without sponsorship;
• Successful completion of a pre-employment background check;
• Must possess a valid driver's license from a U.S. state or territory to perform necessary job-related travel.

Essential Functions

• Grant Oversight: Lead post-award management of Project 685, ensuring compliance, accurate fiscal tracking, timely deliverables, and alignment with program goals.
• EHR Coordination: Guide district readiness and implementation, manage workflows and user support, and provide training and technical assistance for system adoption.
• Medicaid Compliance: Oversee documentation, billing, reporting, and reimbursement processes; maintain audit-ready records and resolve issues to ensure regulatory adherence.
• Data Management: Maintain and analyze program data systems, develop reports and dashboards, and use insights to support accountability and continuous improvement.
• Stakeholder Collaboration: Coordinate timelines, communication, and resources across districts, internal teams, and partners to support cohesive, high-quality service delivery.
• Professional Demeanor: Maintains a high level of professionalism, discretion, and reliability when working with districts, providers, vendors, and state partners in complex, high-visibility initiatives.
• Attendance: Consistent and dependable presence to support ongoing district needs, training, troubleshooting, and time-sensitive grant, fiscal, and reporting responsibilities.
• Innovation: Identifies and implements improvements in processes, systems, and service delivery to enhance program effectiveness, sustainability, and access to care.
• Efficiency: Manages multiple priorities, deadlines, and data requirements with accuracy and organization, ensuring timely completion of grant deliverables and reporting.
• Superior Customer Service: Provides responsive, solution-focused support to districts and stakeholders, ensuring clear guidance, timely assistance, and a positive experience in navigating grant and Medicaid processes.

Essential Competencies

• Effective Communication: Clearly conveys complex Medicaid, grant, and EHR requirements into practical guidance; facilitates strong communication across districts, vendors, and internal teams. Adapts to diverse audiences and situations, fostering understanding and collaboration.
• Strategic Thinking: Aligns grant implementation, EHR integration, and program goals to improve access, sustainability, and long-term impact of school-based health services. Considers multiple perspectives, short-term and long-term outcomes, and employs creative problem-solving for effective solutions.
• Decisive Planning: Prioritizes tasks, allocates resources, and makes timely, informed decisions to ensure efficient grant execution and compliance. Adapts to uncertainty by developing contingency plans for flexibility in changing circumstances.
• Emotional Intelligence: Demonstrates self-awareness and adeptness in managing emotions, fostering positive relationships, and cultivating a harmonious work environment. Exhibits strong interpersonal skills for conflict resolution and navigating difficult conversations with professionalism, seeking constructive outcomes. Builds trust with diverse stakeholders by demonstrating awareness, responsiveness, and professionalism in high-demand, multi-partner environments.
• Visionary Thinking: Identifies opportunities to expand services, strengthen systems, and enhance program sustainability through innovation and forward planning.
• Adaptability: Thrives in changing circumstances and embraces flexibility; navigates evolving regulations, system changes, and district needs with flexibility while maintaining program integrity and progress.
• Accountability: Ensures accuracy in fiscal management, reporting, and compliance; takes ownership of outcomes and program performance.
• Coaching and Mentoring: Provides training and ongoing support to district staff and providers, building capacity in EHR use, documentation, and Medicaid processes.
• Team Building: Fosters collaboration among internal teams, districts, and partners to promote alignment, shared goals, and effective program delivery.
• Results Orientation: Uses data and performance metrics to drive continuous improvement, ensuring measurable outcomes and successful program implementation. Sets clear goals, identifies necessary steps, and takes decisive actions to propel the organization forward.
• Technology Proficiency: Leverages EHR systems, data platforms, and Microsoft Office tools to support implementation, reporting, analysis, and operational efficiency; Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and experience working with data systems or electronic platforms.

Physical Demands and Work Environment

Location: Oliver Hodge Building, Oklahoma City, Oklahoma

• Work Environment includes:

  • Office Setting: Climate-controlled office setting with exposure to moderate noise; the employee is frequently required to talk, walk, and stand; this position requires long periods of sitting and daily use of computer and phone. Must be able to remain in a stationary position 75% of the time.

• Physical Demands include:

  • Ability to stand, reach, and bend 50% of the time;

  • Operates a computer and other office productivity machinery, such as a calculator, copy machine/printer, and office telephone 75% of the time;

  • Ascends/descends stairs 25% of the time;

  • Ability to lift to 25 lbs.

• Cognitive Requirements:

  • This role requires clear and accurate communication, strong analytical skills, and the ability to evaluate information and make timely decisions.

  • Sustained focus and attention to detail are essential, along with memory retention of policies, procedures, and facts over various time frames.

  • Adaptability and mental flexibility are also necessary to handle changing information, work conditions, and unexpected challenges.

Travel: More than 10% in-state/out-of-state travel may be required.

EEO Statement: The Oklahoma Department of Education provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, OSDE complies with applicable state and local laws governing nondiscrimination in employment