James Sullivan Hilaire
Hyattsville,Maryland
Summary
James Hilaire is a results-driven professional in project management, known for high productivity and efficient task completion. James has a proven track record in steering complex projects from inception to successful completion. He is skilled in coordinating cross-functional teams, optimizing processes for efficiency, and implementing innovative solutions to complex business challenges. He has demonstrated success in enhancing operational workflows and significantly improving project outcomes through strategic planning and effective communication. Demonstrated ability to drive process improvements and maintain high-quality standards while adhering to project timelines and budgets. He is a confident team leader who is persuasive in communication and negotiation with team members and various business stakeholders. Over the past two decades, Mr. Hilaire has supported a number of client initiatives across an array of work sectors, including consulting, academia, healthcare, and the Department of Defense.
Overview
26
26
years of professional experience
Work History
Lead Project Manager
Walter Reed ARMY Institute of Research (CNIH)
Silver Spring, Maryland
07.2014 - Current
- Under the direct report of the Viral Diseases Program (VDP) Directorate, serve as the Lead Project Manager (PM) for all new and existing projects.
- Lead and manage the VDP Project Management Team (PMT) by providing cradle-to-grave project management support to all functional areas, and provide supervisory oversight of PMT personnel (1.5 FTE).
- Apply various project management best practices, tools, and systems to execute branch projects.
- Serve as a checkpoint for key project stakeholders by working to maintain checks and balances that ensure project activities remain in alignment with scope, and results in project deliverables being met.
- Conduct in-depth analyses of project data, reports, and perform reconciliation against plans and requirements.
- Identify and manage risks, project the impact that each risk poses against project goals, and communicate recommendations to leadership.
- Develop risk mitigation strategies by documenting each identified risk in a central risk register, and assign risk responsibility for monitoring.
- Manage and develop project communication, and serve as an interface on critical communication channels with various project stakeholders, including the sponsor, partners, senior institutional leaders, and functional managers.
- Develop project documents, lead project management team meetings, working groups, and various briefings, and maintain meeting minutes and taskers for follow-up.
- Maintain the project document repository for all branch projects.
- Serve as a subject matter expert to leadership for the preparation, formulation, and maintenance of various complex project budgets, and serve as an interface for budget inquiries.
- Manage and track project milestones, facilitate invoicing, and work with institutional officials to acquire sponsor approval upon delivery.
- Facilitate all project closeout activities, including final reporting, invoicing, and other closeout activities, as required.
- Serve as a liaison to the WRAIR Business Office for all business agreements.
- Cross-team with functional managers to establish timelines, develop project scope, and deliverables for agreement negotiations.
- Facilitate business agreement request logistics.
- Track and report the status of all agreement requests using aging reports to ensure that agreement processing timelines remain reconciled with project timelines.
- Serve as a liaison to the WRAIR Human Subjects Protection Branch for regulatory and ethical requirements for Non-Human Subjects Research Protocols.
- Assist investigators with the development and submission of all branch NHSR protocols.
- Perform quality reviews to ensure all regulatory and institutional requirements are met.
- Cross teams with key stakeholders to address inquiries, and help foster a path to protocol approval.
- Work closely with investigators and the compliance management unit to acquire any necessary various permits for testing.
- Provide cradle-to-grave (pre/post) grant proposal and budget development support to the Viral Diseases Program.
- Review proposal solicitations, develop an understanding of all requirements, and develop a project plan.
- Develop a proposal checklist to harness and sequence requirements.
- Identify key stakeholders and build stakeholder registry and RACI chart for stakeholder communication.
- Conduct proposal planning meetings, and liaise with various channels to ensure all institutional and proposal requirements reconcile to the plan.
- Develop complex budgets, strategies, schedules, and plans for RFQs for proposals.
- Assist with the development of proposal applications, and submit to the sponsor once all requirements are complete.
- Post-Award: Facilitate all post-award activities. Upon notice of award, initiate project startup to include the development of project plans, roles and responsibilities matrices, stakeholder registries, conduct kickoff meetings, and work with various officials to execute business agreements and acquire ethical approval.
- Assist with ongoing tracking of timelines, key activities, milestones, and key reporting deliverables (effort reporting, financial reporting, and progress reporting).
- Including responding to WRAIR Command taskers, SITREPS, reconciliation of MIPRS to WRAIR, and reimbursable for sponsored projects, as well as other special branch projects.
Labor Distribution Owner PeopleSoft
Children’s National Medical Center, CNMC
Washington, D.C
12.2013 - 07.2014
- Under the direct report of the Executive Director of the business office and Accounting Director, serve as the Payroll and Labor Distribution owner within the CNMC Business Office
- Manage the Payroll and Labor Distribution life cycle and maintain integrity of all procedures and transfer of data from point of entry through to all interface points: Human Resources > Payroll > Commitment Accounting and Finance
- Analyze and reconcile various financial data for completeness, accuracy, and reporting.
- Cross teams with various business stakeholders within the Department of Human Resources, Payroll, and Grants and Contracts to provide error resolution on reported issues.
- Initiate multiple run controls (custom to CNMC and PeopleSoft delivered), and review output data to resolve any errors in processing at each point.
- Run various reports and disseminate them to managers for proactive error resolution.
- Field inquiries from various CNMC end users relating to the Payroll, Labor Distribution process, and commitment accounting.
- Developed training manuals, job aids, and created flow charts for system end users.
- Serve as the gatekeeper for the entire process, from cradle to the grave.
Lead Grants and Contracts Financial Administrator
Children's National Medical Center, CNMC
Washington, D.C
07.2008 - 11.2013
- Responsible for managing and analyzing a diversified grant portfolio comprised of traditional sponsored research grants and contracts (i.e., NIH, DOD, HRSA, DOD, DOE, career awards, training, fellowships, conference grants, foundation grants, small business awards, DC DOH).
- Demonstrated knowledge of current NIH grant policies and updates, policy statement to effectively manage compliance risk related to sponsored programs through NIH, DOD, and private donors (OMB Circular A-21 and A-122).
- Provided fiscal oversight and management throughout the life cycle of grants in accordance with federal regulations.
- Interfaced directly with CNMC principal investigators (PIs), sub-recipients, project managers, and their research staff to develop grant proposals and budgets, financial progress reports, approve grant expenditures, and provide guidance pertaining to the financial upkeep of all of the center's awards.
- Reconciled all assigned accounts against the general ledger on a monthly basis (personnel and non-personnel expenditures).
- Cross teamed with internal and external partners to administer post-award actions, such as no-cost extension requests, carryover requests, JIT, and IRB human and/or IACUC animal protocols.
- Prepare financial projections and a variety of complex analyses for the SZI on the overall financial status of each project.
- Served as a gatekeeper and manager of compliance for all awards within the assigned SZI portfolio.
- Serves as Team Financial Lead for Sheikh Zayed, and Direct Supervisor to Financial Coordinators (Hire, Train, Terminate).
Department Administrator
Georgetown University Medical Center
Washington, D.C
01.2003 - 07.2008
- Served as Department Administrator for the ISIS Center under the Department of Radiology, managing the day-to-day operations of the ISIS Center, including all budgetary and fiscal matters pertaining to operations and sponsored research
- Implemented and maintained controls to manage compliance risk on sponsored awards
- Prepared and submitted financial reports to funding Agencies, GUMC Business Officer, ISIS Center Director's and PIs
- Created and maintained internal shadow systems to report cost, track expenditures and project expenses
- Assisted PIs in preparing and monitoring sponsored grant funds in accordance with A21, A110 and NIH Cost Principles
- Implemented and managed $5.8 Million in sub-recipients commitments for multiple subcontractors and consultants, including interfacing with the pre-award office on behalf of the ISIS center to issue/execute new mods, process and reconciled invoices or billing issues
- Managed all financial/contractually related communication on behalf of PIs to monitor budget ceilings and avoid overruns
- Developed and implemented ISIS Center Annual budgets for all sponsored research grants and operational accounts, including analyzing and interpreting fiscal year incurred expenses to forecast, propose and implement future year budgets
- Managed all aspects of Payroll, Accounts Payables, Materials Managements, Subcontracts, and Sponsored Accounting related to the ISIS Center in accordance with institutional and federal regulations
- Reconciled payroll commitments and implemented necessary adjustments to effort and distributions
- Managed Effort Reporting responsibilities for approximately 45 FTEs on various sponsored awards
- Prepared and managed all financial transactions, including GUMC Procurement Card and Petty Cash activities; reviewed quarterly financial statements with CFO and department chair, and authorized paperwork leaving the ISIS Center on the Director’s and PIs behalf
- Managed the Administrative Division by supervising 2 FTE’s, reviewing and approving timesheets for 30 employees
- Interfaced with GUMC Business Officer, department heads, Contracts Officer, CFO, Legal, and Sector leaders to review policies which ensure that the ISIS Center remains compliant with University and contractual regulations
- Served as a liaison to Payroll, Medical Center Finance, BGRO, AP and GUMC Business Officer
Consultant/ Management Analyst
Booz Allen Hamilton
McLean, Virginia
01.2000 - 01.2003
- Provided contractual and fiscal oversight on the GSA-ESS Schedule, LUCIS and OCRWM contracts within I-I ($90M)
- Prepared monthly external/internal financial reports and conducted analysis to ensure accuracy
- Tracked and monitored project plans, cost estimates, briefs, modifications, task funding, and maintained contract files
- Interfaced with Contracts and Finance Teams to ensure contract requirements were met and financial data is accurate
- Monitored subcontractor charges, reviewed invoices, and tracked status of funding and payments
- Interacted with Program Managers regarding issues pertaining to the overall Contract and individual tasks
- Developed and maintained databases to track expense, salary and budgetary data
Assistant Contract Administrator
Chimes District Of Columbia
Baltimore, Maryland
01.1999 - 01.2000
- Served as an Assistant Contract Administrator overseeing the day to day operations of a 3 year State set aside, performance base contract at Baltimore Washington International Airport(BWI) ($12M) and multiple commercial based contracts in Baltimore City Funded Value of $300K
- Assisted with hiring, training, evaluating, supervising and terminating employees
- Made decisions regarding personnel procedures and assignments in accordance with Chimes and BWI Policies
- Established inspection procedures that provide communication guidelines to supervisors and train supervisors to perform contract specifications
- Assured high level of quality in performance of all contract specifications in accordance with guidelines set up by Chimes Quality Control Program
- Managed Daily operations Supervised the Project Manager and 15 employees to ensure the daily completion of contract deliverables
- Responsible for carrying out the objectives, development evaluation of contract proposals, purchasing, contract implementation and quality control
- Assisted the Directors of Operations in the development and evaluation of long term, acquisition, and implementation of NISH service contracts
- Served as a liaison btw Chimes and various agencies/Sub contractors
Education
Project Management Institute
Master Of Business Administration -
University of Maryland University College
Adelphi, MarylandBachelors Of Science - Business Administration And Management
Morgan State University
Baltimore, MarylandSkills
- Project plan development and management
- Budget development and management
- Proposal development and grants administration
- Risk assessment and management
- Microsoft Excel expertise
- Stakeholder communication and management
- Project reporting
- Team leadership and staff management
- Training and mentoring
- Process improvement
- Time management
- Strategic planning
- Conflict resolution
- Quality control
- Documentation management
- Cross-functional coordination and excellent communication
- Business process mapping
- Continuous improvement
- Performance monitoring
- Problem-solving abilities
- Good Clinical Practice
- Teamwork
- Multi-tasking
- Diplomatic and strategic
- Regulatory compliance
Awards
- CNMC Vest Pocket Award Recipient 2009
- CNMC Business Office Employee of the Year 2010, 2013
Portfolio Highlights
- Project Management
- Proposal Development (Pre/Post)
- Budget Planning & Development
- Financial & Cost Analysis
- Compliance(45CFR-PART74)
- Process Planning & Development
- Personnel Management
- Planning & Logistics
References
References available upon request.
Timeline
Lead Project Manager
Walter Reed ARMY Institute of Research (CNIH)
07.2014 - Current
Labor Distribution Owner PeopleSoft
Children’s National Medical Center, CNMC
12.2013 - 07.2014
Lead Grants and Contracts Financial Administrator
Children's National Medical Center, CNMC
07.2008 - 11.2013
Department Administrator
Georgetown University Medical Center
01.2003 - 07.2008
Consultant/ Management Analyst
Booz Allen Hamilton
01.2000 - 01.2003
Assistant Contract Administrator
Chimes District Of Columbia
01.1999 - 01.2000
Project Management Institute
Master Of Business Administration -
University of Maryland University College
Bachelors Of Science - Business Administration And Management
Morgan State University
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