A Job Analysis for a Project Manager

Introduction

Organizations use job descriptions to highlight skills and competencies required to perform specific tasks and duties associated with a certain position. It is essential to set clear expectations for candidates to determine the demands and recruit the right individual whose skillset and experience can meet them (Alvarenga et al., 2019). In this regard, a job analysis can be used as an effective tool for the recruitment and evaluation processes (Ling et al., 2018). It is performed to obtain the necessary data about a specific job and develop its description. This paper aims to conduct a job analysis for the project manager (PM) role using the work assessment interview to collect relevant data and create a description for the selected job.

The interviewee is a project manager currently employed at Budco, which is located in Highland Park, Michigan. This company provides solutions for organizations to enhance customer engagement and experience. Titles that are similar to the project manager role are project administrator, project planner, and project support officer (Ling et al., 2018). Overall, various fields involve this position, such as construction, IT, engineering, marketing, healthcare, and others.

A job analysis interview with an actual employee was selected as a data collection and evaluation method to create the job description for the project manager job. This approach allows for determining the crucial core characteristics of the role (Alvarenga et al., 2019). This paper will provide a background and a brief overview of the position, along with the key components and their frequency and importance. Furthermore, the knowledge, skills, and abilities required will be discussed in the PM role. Finally, a job description will be included based on the data obtained during the analysis.

Background and Brief Description of Position

The job title of the interviewee chosen for the analysis is project manager. The key role of such a specialist in an organization is to plan, organize, and monitor particular projects that can vary in scope and objectives. According to Alvarenga et al. (2019), a project’s success significantly depends on the PM’s expertise and competencies, which indicates the importance of the job analysis and description to hire the right candidate. This position involves such tasks as planning and organizing teams and resources, developing budgets, improving customer satisfaction, managing risks, and monitoring the project’s progress.

According to the interviewee, this job is crucial for the Budco company since project management significantly defines the firm’s success and performance. Budco aims to enhance its planning and organization processes to perform tasks efficiently as a customer-oriented organization. In this regard, the company’s strategic objectives must be met with an efficient allocation of resources. A PM will develop the project’s core idea and lead the team to success (Ling et al., 2018). As research findings indicate, the following skills are pivotal for a project manager: communication, self-management, leadership, and commitment, as well as interpersonal, technical, and managerial skills (Alvarenga et al., 2019). Overall, a project manager’s job fits into Budco’s organizational strategy by planning, organizing, and monitoring various projects that contribute to the company’s growth and improve customer satisfaction.

Key Components of the Position

Several key components must characterize a person applying for a project manager position. The interview participant identified several tasks, activities, and processes vital for the PM job. Each component was assigned a frequency and criticality score during the job analysis. The frequency evaluation was performed by a six-point scale, where 0 never means, 1 stand for annually, 2 for quarterly, 3 for monthly, 4 for weekly, and 5 for daily. Similarly, criticality was assessed with a 0-5 scale, where 0 stands for not critical, 1 means a low level of criticality, 2 – below average, 3 – average, 4 – above average, and 5 – is extremely critical. A list of the key components for the PM job is presented below, with frequency and criticality scores indicated for each task or process.

1. Plan and execute projects (5, 4)

   1. Initiate and manage tasks and subtasks to meet specific objectives.
   2. Define milestones and deadlines for different phases of the project.
2. Manage the project team members (5, 5)

   1. Recruit employees suitable for the project.
   2. Delegate work efficiently and monitor team members’ progress and commitment.
3. Manage the project’s progress (4, 5)

   1. Evaluate the team’s work and deliverables.
   2. Conduct meetings and communicate with various stakeholders.
   3. Identify roadblocks and solve problems.
   4. Monitor the processes and prepare reports.
   5. Use an appropriate management system.
4. Manage the budget and resources (3, 4)

   1. Schedule projects and set deadlines for tasks and team members.
   2. Allocate time and resources appropriately.
5. Monitor the project’s performance (3, 4)

   1. Ensure the use of appropriate reporting methods.
   2. Analyze the results and outcomes of the project.

Knowledge, Skills, and Abilities of Position

The interviewee listed specific knowledge, skills, and abilities (KSA) that are critical for a PM position. In particular, a project manager must have excellent communication, time management, and leadership skills. Furthermore, technical knowledge of crucial aspects such as PM software, Microsoft Office, and relevant methodologies is required. At least a high school diploma is necessary for the applicant to be considered for the position. Furthermore, business, budgeting, analytical, and critical thinking skills are essential for an individual to perform project management tasks effectively. A candidate must be able to estimate risks, develop project plans, and use evaluation systems to enhance performance.

Job Description

Position Summary

The project manager will organize, manage, complete, and evaluate projects with various strategic objectives as well as the budget and resources available to promote the company’s growth and enhance customer experience.

Responsibilities and Essential Job Functions

• Plan and execute projects by managing tasks and subtasks aiming to meet specific objectives.
• Define milestones and deadlines for different phases of the project, schedule projects, and set deadlines for tasks and team members.
• Monitor team members’ progress and commitment and delegate work efficiently.
• Manage the project’s progress by evaluating the team’s work and deliverables, identifying roadblocks, solving problems, and using an appropriate management system.
• Conduct meetings and communicate with various stakeholders.
• Allocate time and resources appropriately, monitor the processes, and prepare reports.
• Analyze results and outcomes of the project.

Qualifications and Skills

• High School diploma; Bachelor’s degree in management desired.
• 4+ years as a project manager or administrator.
• Excellent knowledge of Microsoft Office suite.
• Technical knowledge of software development technologies is desired.
• Strong leadership, organizational, communication, time-management, and project-management skills.

Conclusion

To conclude, the interviewee provided essential data to conduct the project manager job analysis and create a relevant job description. The core responsibilities, duties, tasks, and skills were identified for the selected position. At the same time, it is worth noting that the analysis based on a single participant’s review provides limitations and can include personal bias. Therefore, the project manager’s job analysis and description might be improved with the use of more interviews.

References

Alvarenga, J. C., Branco, R. R., Guedes, A. L. A., Soares, C. A. P., & e Silva, W. D. S. (2019). The project manager’s core competencies to project success. International Journal of Managing Projects in Business,13(2), 277-292.

Ling, F. Y. Y., Ning, Y., Chang, Y. H., & Zhang, Z. (2018). Human resource management practices to improve project managers’ job satisfaction. Engineering, Construction and Architectural Management, 25(5), 654-669.