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Key Responsibilities and Required Skills for Project Specialist

💰 $65,000 - $90,000

Project ManagementOperationsBusiness Coordination

🎯 Role Definition

The Project Specialist is the organizational backbone of our project teams. This isn't just an administrative role; it's a dynamic position for a proactive and detail-oriented professional who ensures the seamless coordination and execution of projects. You are the central hub for information, the person who connects the dots between stakeholders, timelines, and deliverables. A successful Project Specialist is a master of multitasking, a clear communicator, and the driving force that keeps projects on track, on budget, and aligned with strategic goals. You'll be deeply involved in the entire project lifecycle, from the initial concept to the final report, making tangible contributions to the team's success every single day.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Project Coordinator
  • Executive or Administrative Assistant
  • Junior Business Analyst

Advancement To:

  • Project Manager
  • Program Manager
  • Senior Project Specialist / PMO Specialist

Lateral Moves:

  • Business Analyst
  • Operations Manager
  • Change Management Specialist

Core Responsibilities

Primary Functions

  • Develop, maintain, and meticulously manage comprehensive project documentation, including project plans, action logs, risk registers, and decision trackers, ensuring they are consistently up-to-date.
  • Coordinate project activities, resources, equipment, and information, acting as the central point of contact to ensure all team members are aligned and informed.
  • Facilitate clear and consistent communication among all project stakeholders, preparing and distributing regular status updates, meeting minutes, and progress reports.
  • Monitor project progress against established timelines and milestones, proactively identifying and flagging potential delays, risks, or deviations from the plan.
  • Assist in the definition of project scope and objectives, involving all relevant stakeholders and ensuring technical feasibility from an operational standpoint.
  • Track project performance, specifically to analyze the successful completion of short and long-term goals using appropriate tools and techniques.
  • Support the Project Manager in budget management by tracking expenditures, monitoring resource allocation, and preparing financial reports.
  • Schedule and organize project-related meetings, including kick-offs, stand-ups, and review sessions, ensuring agendas are prepared and distributed in advance.
  • Act as a liaison between project teams and other departments to ensure smooth collaboration and resource availability.
  • Prepare and deliver engaging presentations on project status, risks, and outcomes to various audiences, including team members and leadership.
  • Utilize project management software (like Jira, Asana, or MS Project) to manage tasks, track issues, and visualize project timelines for the team.
  • Conduct thorough quality assurance checks on project deliverables to ensure they meet the required standards and stakeholder expectations.
  • Identify opportunities for process improvement within the project lifecycle and contribute to the development of best practices and standardized templates.
  • Manage and document all change requests, assessing their impact on project scope, schedule, and budget before they are escalated for approval.
  • Onboard new team members to the project, providing them with the necessary documentation, tools, and context to get up to speed quickly.
  • Coordinate with external vendors and suppliers, managing contracts, and ensuring timely delivery of goods and services required for the project.
  • Develop and maintain a central repository of project artifacts, ensuring easy and logical access for all authorized personnel.
  • Assist in post-project evaluation, helping to conduct "lessons learned" sessions and compiling reports that contribute to organizational knowledge.
  • Provide administrative and logistical support for the project team as needed, anticipating needs and proactively solving problems.
  • Champion project goals and objectives, fostering a positive, collaborative, and results-oriented environment within the team.

Secondary Functions

  • Support ad-hoc data requests and perform exploratory analysis to provide insights for project decision-making.
  • Contribute to the continuous improvement of the organization's project management methodology and toolset.
  • Collaborate with business units to help translate high-level business needs into tangible project requirements.
  • Participate actively in departmental planning and team-building activities to foster a strong, cohesive culture.

Required Skills & Competencies

Hard Skills (Technical)

  • Project Management Software: High proficiency with tools such as Jira, Asana, Trello, and/or Microsoft Project.
  • Microsoft Office Suite: Advanced skills in Excel (pivot tables, formulas), PowerPoint (creating compelling presentations), and Word.
  • Project Methodologies: Solid understanding of project management principles, including Agile, Scrum, and Waterfall frameworks.
  • Budget & Cost Tracking: Experience in monitoring project expenses against the allocated budget and creating financial summaries.
  • Reporting & Data Visualization: Ability to create clear, concise, and visually appealing reports and dashboards for stakeholders.
  • Resource Planning: Competency in using tools and techniques to assist in the allocation and management of project resources.

Soft Skills

  • Exceptional Organization & Time Management: The ability to juggle multiple priorities, deadlines, and tasks without losing track of the details.
  • Proactive Communication: Excellent written and verbal communication skills, with the ability to tailor messages to different audiences, from technical teams to senior leaders.
  • Stakeholder Management: A knack for building rapport and trust with internal and external stakeholders, managing expectations effectively.
  • Meticulous Attention to Detail: A passion for accuracy and ensuring that nothing falls through the cracks.
  • Problem-Solving: The ability to identify potential issues before they become major problems and to propose viable solutions.
  • Adaptability & Resilience: Thriving in a fast-paced, sometimes ambiguous environment and being able to pivot when project needs change.
  • Collaborative Spirit: A genuine team player who enjoys working with others to achieve a common goal.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's degree in any field, or an equivalent combination of 4+ years of relevant professional experience.

Preferred Education:

  • CAPM (Certified Associate in Project Management) or PMP (Project Management Professional) certification is a strong plus.

Relevant Fields of Study:

  • Business Administration
  • Communications
  • Management Information Systems

Experience Requirements

Typical Experience Range: 2-5 years of demonstrated experience in a role involving project coordination, administration, or operations support within a team-based environment.

Preferred: Direct experience supporting multiple, concurrent projects from initiation to closure. Proven ability to take ownership of specific project workstreams and deliver results with minimal supervision.

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