Business Management Specialist

Scope of Work/Job Characteristics

The Business Management Specialist will serve as the primary communications coordinator for all Project Management Offices (PMO) and program communications, ensuring a consistent voice, structured communication plans, and brand compliance across a vast array of technology and modernization projects. The duties and responsibilities of this position are as follows:

• Ensure communications are synchronized across project teams, contractors, OIT leadership, external agencies, and legislative stakeholders; and



• Manage and lead a wide range of strategic functions that ensure effective coordination and messaging across high-impact projects (given the scale and complexity of OIT's initiatives).



• Support the execution and coordination of high-impact initiatives within the Department, the Communication Lead will also oversee communication strategies for OIT and PMO; and



• Ensure alignment across diverse programs and provide clear, consistent messaging that supports internal operations, external partnerships, and public engagement.

Strategic Communication Planning and Execution:

• Develop and manage comprehensive communication strategies for all OIT-led initiatives, ensuring alignment with the Department's goals and values;



• Integrate communication efforts between OIT and the PMO to keep projects like Correctional Information Management System (CIMS), Officer Station Connectivity, Florida Planning, Accounting, and Ledger Management (PALM), and Technology Restoration Plan (TRP) on schedule and aligned with modernization objectives; and



• Coordinate project-specific messaging to stakeholders at every phase, from design to implementation.

OIT Communication Leadership:

• Establish OIT as a transparent hub for technical project updates through internal newsletters, bulletins, and executive reports;



• Serve as the primary liaison for OIT communications with external partners and state agencies, ensuring consistent and timely information flow on project milestones and risks; and



• Utilize digital communication tools and platforms, such as dashboards or intranet portals, for real- time updates.

Cross-Project and Agency Collaboration:

• Coordinate with PMO teams, Chief Marketing Officers (CMOs), and external vendors to align project timelines, risks, and success metrics across overlapping projects; and



• Develop communication frameworks to bridge silos between departments and external partners, fostering cooperation among teams working on interconnected systems for modernization and PALM integration.

Compliance, Crisis, and Risk Communications:

• Ensure communications meet federal and state compliance standards (e.g., CJIS, HIPAA, NIST) to protect sensitive information and build public trust;



• Develop and lead crisis communication protocols for system disruptions, delays, or compliance incidents; and



• Implement risk communication strategies with the PMO, focusing on proactive messaging and timely updates to mitigate operational risks.

Employee Engagement and Change Management Support:

• Collaborate with the CMO to create employee communication campaigns that promote engagement, adoption, and morale during system upgrades; and



• Manage training-related communications and assist in the rollout of new systems, ensuring workforce preparedness for changes related to CIMS and TRP modernization efforts.

Monitoring and Continuous Improvement:

• Track the effectiveness of communication strategies through surveys, feedback loops, and performance metrics, adjusting as needed to ensure high engagement levels; and



• Stay updated on best practices in public-sector communication, incorporating lessons from other state agencies engaged in large-scale modernization projects to improve messaging efficiency and effectiveness.

Scope of Work/Job Characteristics

The Business Management Specialist will serve as the primary communications coordinator for all Project Management Offices (PMO) and program communications, ensuring a consistent voice, structured communication plans, and brand compliance across a vast array of technology and modernization projects. The duties and responsibilities of this position are as follows:

• Ensure communications are synchronized across project teams, contractors, OIT leadership, external agencies, and legislative stakeholders; and



• Manage and lead a wide range of strategic functions that ensure effective coordination and messaging across high-impact projects (given the scale and complexity of OIT's initiatives).



• Support the execution and coordination of high-impact initiatives within the Department, the Communication Lead will also oversee communication strategies for OIT and PMO; and



• Ensure alignment across diverse programs and provide clear, consistent messaging that supports internal operations, external partnerships, and public engagement.

Strategic Communication Planning and Execution:

• Develop and manage comprehensive communication strategies for all OIT-led initiatives, ensuring alignment with the Department's goals and values;



• Integrate communication efforts between OIT and the PMO to keep projects like Correctional Information Management System (CIMS), Officer Station Connectivity, Florida Planning, Accounting, and Ledger Management (PALM), and Technology Restoration Plan (TRP) on schedule and aligned with modernization objectives; and



• Coordinate project-specific messaging to stakeholders at every phase, from design to implementation.

OIT Communication Leadership:

• Establish OIT as a transparent hub for technical project updates through internal newsletters, bulletins, and executive reports;



• Serve as the primary liaison for OIT communications with external partners and state agencies, ensuring consistent and timely information flow on project milestones and risks; and



• Utilize digital communication tools and platforms, such as dashboards or intranet portals, for real- time updates.

Cross-Project and Agency Collaboration:

• Coordinate with PMO teams, Chief Marketing Officers (CMOs), and external vendors to align project timelines, risks, and success metrics across overlapping projects; and



• Develop communication frameworks to bridge silos between departments and external partners, fostering cooperation among teams working on interconnected systems for modernization and PALM integration.

Compliance, Crisis, and Risk Communications:

• Ensure communications meet federal and state compliance standards (e.g., CJIS, HIPAA, NIST) to protect sensitive information and build public trust;



• Develop and lead crisis communication protocols for system disruptions, delays, or compliance incidents; and



• Implement risk communication strategies with the PMO, focusing on proactive messaging and timely updates to mitigate operational risks.

Employee Engagement and Change Management Support:

• Collaborate with the CMO to create employee communication campaigns that promote engagement, adoption, and morale during system upgrades; and



• Manage training-related communications and assist in the rollout of new systems, ensuring workforce preparedness for changes related to CIMS and TRP modernization efforts.

Monitoring and Continuous Improvement:

• Track the effectiveness of communication strategies through surveys, feedback loops, and performance metrics, adjusting as needed to ensure high engagement levels; and



• Stay updated on best practices in public-sector communication, incorporating lessons from other state agencies engaged in large-scale modernization projects to improve messaging efficiency and effectiveness.

Scope of Work/Job Characteristics

The Business Management Specialist will serve as the primary communications coordinator for all Project Management Offices (PMO) and program communications, ensuring a consistent voice, structured communication plans, and brand compliance across a vast array of technology and modernization projects. The duties and responsibilities of this position are as follows:

• Ensure communications are synchronized across project teams, contractors, OIT leadership, external agencies, and legislative stakeholders; and



• Manage and lead a wide range of strategic functions that ensure effective coordination and messaging across high-impact projects (given the scale and complexity of OIT's initiatives).



• Support the execution and coordination of high-impact initiatives within the Department, the Communication Lead will also oversee