Project Specialist- Operations

Overview As an entry-level member of Operations PMO, the Project Management Specialist supports the planning, coordination, and execution of both internal and external projects. Working under the direction of a Senior Project Manager and Associate Director, this role contributes to project documentation, tracking, stakeholder communications, and process adherence.

The Project Management

Specialist develops foundational project management skills while supporting a range of initiatives that may be technical, process-oriented, product-related, or customer-facing in nature. This position is designed to provide a structured path toward advancement to the Project Manager and Senior Project Manager roles within the PMO.

Responsibilities Project Support & Coordination

• Assist in the planning and coordination of assigned projects under the direction of a Senior Project Manager or Associate Director, following established PMO standards and methodologies.
• Support the development and maintenance of key project artifacts, including:
• Project charters and scope documents
• Project schedules and milestone trackers
• Risk and issue logs
• Resource and dependency matrices
• Participate in project planning sessions and help facilitate team meetings, capturing notes, action items, and decisions.
• Track project tasks and deliverables, proactively flagging delays or risks to the appropriate Project Manager
• Support the intake process for Support and IDEA submissions, helping gather information and prepare documentation for evaluation and prioritization.
• Assist with post-project reviews, capturing lessons learned and contributing to continuous improvement of documentation

Communications Support

• Assist in the preparation of project status reports, dashboards, and presentations for stakeholder and leadership review.
• Support consistent communication with project team members by maintaining shared project workspaces, distributing meeting minutes, and following up on assigned action items.
• Help coordinate cross-functional meetings by managing logistics, agendas, and follow-up documentation.
• Learn and apply PMO communication templates and reporting standards to ensure consistent messaging across projects.
• Escalate issues and risks to the supervising Project Manager in a timely manner.

Process & Documentation Management

• Maintain accurate, current, and well-organized project documentation in PMO systems and tools (e.g., SharePoint, Smartsheet, JIRA, Power BI).
• Support adherence to PMO documentation standards, version control practices, and archiving procedures.
• Assist in the development and refinement of process templates, checklists, and standard operating procedures.
• Contribute to the upkeep of the PMO project portfolio tracker, ensuring data accuracy and timely updates.
• Participate in training and development activities to build project management knowledge, including exposure to Agile, Waterfall, and Scaled Agile frameworks.

Scope Basic Qualifications – please cover the following areas:

• Reports to Senior Project Manager or Associate Director within the PMO, Operations
• Position does not carry direct reports; may collaborate with Rising stars on project tasks

Education & Experience: Degree required/preferred

• University degree in Business, Operations, Information Technology, Engineering, or a related field preferred
• 0-2 years of experience in project coordination, project support, business operations, or a related role
• Exposure to project management tools (e.g., Smartsheet, JIRA, Microsoft Project) is a plus
• Project Management Professional (PMP), Certified Associate in Project Management (CAPM), or enrollment in a PMI certification program is a plus; support for certification attainment will be provided

Competencies: Key desired behaviors; e.g., problem solving, innovation, collaboration, etc.

• Learning Agility: Demonstrates curiosity and a proactive drive to develop project management skills. Quickly absorbs new tools, methodologies, and processes, and applies feedback constructively to grow in the role.
• Communication & Clarity: Communicates clearly and professionally in written and verbal formats. Listens actively, follows through on commitments, and keeps team members informed of task progress and updates.
• Process Orientation: Follows established project management standards and documentation practices with consistency and care. Applies structured approaches to task management, helping ensure accuracy, traceability, and quality across project deli