Project Specialist

POSITION SUMMARY:

The Project Coordinator will provide essential support in organizing and coordinating various departmental and leadership tasks. This entry-level role will be responsible for ensuring smooth onboarding processes, facilitating communications between teams, and keeping documentation up to date. Under the guidance of the Project Manager, they will play a key role in supporting leadership initiatives, ensuring accountability, and assisting in data collection. This role will also manage administrative duties such as scheduling, note-taking, and reminders to ensure the department runs efficiently.

ESSENTIAL FUNCTIONS:

• Support the Project Manager in overseeing leadership-driven initiatives by tracking key deliverables, managing timelines, and monitoring task assignments. Help ensure that all team members are held accountable for their responsibilities and project milestones are achieved on time. Provide regular status updates and flag any potential issues or delays.
• Partner with team leadership to gather, organize, and compile data as needed for reporting purposes. This includes collecting reports and creating visual presentations.
• Attend meetings, taking comprehensive notes on discussions, decisions, and action items. After each meeting, prepare a summary of key points and next steps, distributing these to relevant stakeholders. Follow up to confirm that all tasks and responsibilities from the meetings are clearly communicated and understood.
• Actively manage communication regarding project deadlines by sending timely reminders to department members and leadership. Ensure follow-up communication is clear and organized to keep the project on track and ensure all required actions are completed within set timeframes.
• Oversee department communication platforms, ensuring that all training materials, announcements, and relevant documents are current and accessible. Regularly review these materials to ensure alignment with ongoing changes in project goals or company policies.
• Assist in onboarding new team members by coordinating the scheduling of meetings, trainings, and necessary departmental introductions. Ensure all new users are properly set up with the required systems and tools for their roles.

EDUCATION:

• High school diploma or equivalent required.

EXPERIENCE AND ABILITIES:

• 1+ years related experience in project management preferred, relevant internship experience applies.
• Comfortable with medical terminology.
• Effective communication, and collaboration skills.

• Intermediate level work experience with Microsoft Office, Word, and Excel Access and Power Point software applications.
• Ability to function well in a fast-paced environment while prioritizing tasks and delegating as appropriate.

COMPETENCIES:

• Communication
• Customer Focus
• Accountability
• Functional/Technical Job Skills

PHYSICAL DEMANDS:

• This is a standard desk role - long periods of sitting and working on a computer are required.

WORK ENVIRONMENT:

Remote

The company has reviewed this job description to ensure that essential functions and basic duties have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate.