WellHive

• Own the planning and execution of onboarding projects for provider network. • Lead the full lifecycle of onboarding through contracting, configurations, testing, and go-live. • Ensure open communication and close coordination between stakeholders. • Manage scope, requirements, schedules, communication plans, risk & mitigation plan. • Coordinate with stakeholders for seamless transitions from sales to operations. • Manage customer relationships throughout the onboarding process. • Actively contribute to the ongoing development of onboarding processes.

• Own a multi-effort IT/security hardening roadmap and drive it to delivered, validated controls. • Direct external IT partner(s) on implementation: scope, acceptance, quality. • Make and defend implementation and sequencing decisions; escalate risk and budget. • Run validation, phased rollout, and user-facing change. • Keep the work aligned to HIPAA and to HITRUST / SOC 2 Type 2. • Own corporate-IT control domains for our audits, maintain evidence, and engage Assessors.

• Manage and develop a team of project managers and provider network specialists • Own the health of the team's portfolio, keeping onboarding projects current • Define clear ownership and operating cadences across the team • Oversee the activation and publishing of newly onboarded provider groups • Provide regular tracking and reporting on team progress • Streamline and automate the team's recurring work • Identify bottlenecks and recurring issues • Coach individuals through change and support the team

• Manage a portfolio of customer accounts, owning adoption outcomes and customer health across each one • Build and maintain relationships with key stakeholders including site leadership, schedulers, and program leads • Drive platform adoption by working with end users to integrate WellHive into their daily workflows • Monitor account health, identify risks early, and lead intervention efforts when issues arise • Partner with internal teams to address customer needs and surface insights from the field • Communicate progress and trajectory to customers and internal stakeholders through structured reporting • Serve as a platform expert for customers, helping them get the most value from WellHive

• Accompany the Customer Success team on site visits and training engagements, acting as the on-the-ground technical liaison between end users and the broader WellHive organization • Conduct structured and informal feedback sessions with end users to identify pain points, unmet needs, and opportunities to improve adoption of WellHive solutions • Gather, analyze, and synthesize quantitative and qualitative data (including usage statistics, error patterns, and workflow observations) to inform solution design and prioritization • Apply User-Centered Design (UCD) methodologies, including journey mapping, usability analysis, contextual inquiry, and iterative feedback loops, to guide solution development • Develop a deep working knowledge of WellHive platform architecture, APIs, and system integrations to ensure proposed solutions are technically feasible and aligned with the product roadmap • Build fluency in the VA scheduling domain, including relevant policy, terminology, workflows, and stakeholder dynamics, to ensure solutions address real operational realities • Define and document possible solution options in clear, structured formats appropriate for both technical and non-technical audiences • Utilizing AI, create rapid prototypes and interactive wireframes to communicate solution concepts, gather early feedback, and validate design assumptions before full development • Develop professional presentations and executive-level briefings to communicate findings, options, and recommendations to WellHive leadership and customer stakeholders • Produce high-quality technical and functional documentation including solution overviews, user guides, workflow diagrams, and decision support materials • Collaborate closely with Product, Engineering, and Customer Success teams to ensure proposed solutions are practical, prioritized, and properly handed off for development or implementation • Monitor post-implementation adoption and satisfaction, feeding insights back into future solution cycles to drive continuous improvement • Support change management efforts at customer sites by identifying adoption barriers and recommending targeted interventions • Represent the voice of the end user in internal planning sessions, defining requirements and change requests, backlog grooming, and product strategy discussions

• Manage the intake pipeline for solution requests, including triaging change requests, gathering and documenting requirements, and maintaining the Jira backlog with tentative RICE (Reach, Impact, Confidence, Effort) scores to support prioritization decisions • Coordinate intake meetings between end users, customer stakeholders, and development teams to elicit, clarify, and validate requirements before work is scoped or committed • Manage program/project activities including scope, requirements, timelines, and communication plans with customer success metrics as the primary success criteria • Conduct business process analysis and workflow mapping to identify inefficiencies, document current-state and future-state processes, and ensure solutions are designed to optimize real operational workflows • Deliver customer-centric implementations that prioritize user adoption, satisfaction, and business impact over traditional project metrics alone • Provide continuous improvements to WellHive implementation and intake processes based on customer feedback, process analysis, and success outcomes • Facilitate strong customer relationships through regular check-ins, feedback sessions, and strategic alignment meetings • Provide transparent progress reporting focused on customer success milestones and value delivery • Support organizational governance with a customer success lens and change management strategies that drive adoption • Work collaboratively with third-party vendors and subcontractors • Conduct follow-up actions needed to resolve critical issues impacting work streams and program deliverables • Conduct and facilitate issue resolution meetings and sessions needed to mitigate or resolve project issues and risks • Prepare detailed reports and summaries specific to time reporting, project estimates, and reconciliation as needed • Effectively apply PM methodology and enforce project standards

• Own the planning and execution of product and solution implementations for customers in the federal health space • Lead the project team in achieving all contractual requirements, milestones, and deliverables for an implementation • Ensure open communication and close coordination between stakeholders, including project team, partners, engineering and operations, customer, and end users • Serve as the primary advocate for customer success throughout the implementation lifecycle • Focus on driving customer adoption, satisfaction, and long-term success

About the Role We are looking for a Project Manager to join WellHive’s External Provider Scheduling (EPS) Customer Success team. This person will help VA medical sites successfully adopt and use our scheduling platform. You will own relationships with multiple VA regions (called VISNs), manage site engagement, and ensure providers and scheduling workflows are running smoothly. This is a highly independent, client-facing role that combines project management, customer success, and operational problem-solving. What You’ll Do You will be the main point of contact for assigned VA regions (VISNs) and their sites. Your responsibilities include: - Own relationships across assigned VISNs and VA medical sites - Run regular meetings with site staff and leadership - Drive adoption of the WellHive scheduling platform - Identify and solve barriers to system usage - Manage provider pipeline and ensure coverage needs are met - Track and interpret dashboards and performance data - Coordinate training sessions for new or existing users - Partner with internal teams (Sales, Provider Network, Support) - Respond to urgent or ad hoc requests from VA leadership - Escalate risks or issues when needed and drive resolution What We’re Looking For (Must-Haves) - 5+ years of experience in Project Management, Program Management, Customer Success, or Implementation - Strong experience in SaaS, software, or health tech environments - Experience managing complex, multi-site or multi-client programs - Strong communication skills and comfort leading meetings with stakeholders and executives - High emotional intelligence and ability to build trust with diverse stakeholders - Strong problem-solving and critical thinking skills - Ability to work independently with minimal oversight - Strong organizational skills and ability to manage multiple priorities - Experience working with data, dashboards, or reporting tools - Comfortable in a fast-paced, meeting-heavy environment Nice to Have - Prior experience working with the VA or federal healthcare systems - Existing VA access or PIV card (major plus) - Experience working on government contracts or federal clients - Healthcare technology or health system experience - Experience managing provider networks or clinical scheduling workflows Success in This Role Looks Like - Strong relationships across VA sites and leadership - High adoption and usage of the platform - Clear visibility into provider coverage and pipeline health - Fast resolution of issues and risks - Smooth coordination across internal and external teams - Sites actively engaging and expanding use of WellHive Work Environment - Fully remote - Travel up to 2 times monthly required - High meeting volume - Fast-paced with frequent ad hoc requests - Requires strong autonomy and ownership. Security Privacy Terms

Position Overview WellHive is seeking a Project Coordinator to support the execution of implementation and onboarding activities for federal healthcare customers within the Veterans Affairs (VA) system. This role plays a critical part in ensuring successful delivery of our External Provider Scheduling (EPS) program by supporting Project Managers in coordinating tasks, tracking milestones, and maintaining clear communication across internal teams, external partners, and customer stakeholders. The Project Coordinator is responsible for maintaining project organization, driving follow-through on action items, and ensuring accurate and timely reporting across multiple workstreams. This role directly supports customer adoption and implementation success across VA medical networks. About the Role This position works closely with Project Managers who own overall customer relationships, strategy, and delivery execution. The Project Coordinator is responsible for supporting the operational and administrative components of project delivery to ensure work is completed on time and with accuracy. This includes managing task tracking systems, coordinating updates across teams, preparing documentation, and ensuring all stakeholders remain aligned throughout implementation activities. This role operates within a fast-paced, highly collaborative environment that requires strong attention to detail, organization, and follow-through. Key Responsibilities - Support Project Managers in the execution of implementation and onboarding activities - Track project milestones, tasks, deliverables, and timelines across multiple workstreams - Maintain project documentation, trackers, and reporting tools - Prepare meeting agendas, presentations, status reports, and meeting notes - Capture and follow up on action items to ensure timely completion - Coordinate communication between internal teams, vendors, and customer stakeholders - Support customer onboarding and provider implementation tracking activities - Manage and triage customer support tickets, ensuring timely resolution and communication - Collect and consolidate status updates from internal teams and external partners - Assist with ad hoc data requests, reporting needs, and deliverable preparation - Support vendor and third-party coordination activities as needed - Contribute to process improvement initiatives by documenting feedback and lessons learned - Ensure adherence to established project management standards and methodologies Required Qualifications - 2–4 years of experience in project coordination, operations, or project support roles - Bachelor’s degree or equivalent professional experience - Strong organizational skills with the ability to manage multiple concurrent priorities - Excellent written and verbal communication skills - Experience supporting cross-functional teams in a fast-paced environment - Strong attention to detail and ability to consistently follow through on tasks - Experience using project management or CRM tools (e.g., Asana, Jira, Salesforce, or similar platforms) - Ability to manage competing priorities and maintain accuracy under deadlines Preferred Qualifications - Experience in healthcare, federal, or government environments - Familiarity with Veterans Affairs (VA) systems or programs - Experience supporting software or SaaS implementation teams - Vendor or third-party coordination experience - Exposure to structured project management methodologies Ideal Candidate Profile The ideal candidate is highly organized, detail-oriented, and comfortable working in structured, fast-moving environments. They thrive in support roles where success is defined by execution, accuracy, and follow-through rather than ownership of strategy. They are proactive in communication, reliable in execution, and effective at keeping multiple workstreams organized across teams and stakeholders. Work Environment - Fully remote position - Fast-paced, deadline-driven environment - High volume of coordination and communication - Multiple concurrent projects and priorities - Requires strong responsiveness and adaptability Security Privacy Terms

• Maintain and evolve cloud infrastructure in AWS GovCloud • Work collaboratively with other engineering teams responsible for building the applications and services that sit atop the cloud infrastructure • Contribute to infrastructure improvements that will make all of WellHive’s engineering teams more efficient • Participate in code reviews, design sessions, and all sprint ceremonies (standup, sprint review, retrospective, grooming) • Participate in on-call incident resolution schedule rotation