• Project Specialist

    Job Locations US-PA-Ft. Washington
    Posted Date 2 weeks ago(1/11/2019 12:34 PM)
    Job ID
    # of Openings
  • Overview

    The Project Specialist provides support to the Project Management Office (PMO – headed by the VP of Strategy) by monitoring divisional project status against timelines, budgets, and resource constraints and by assessing deliverables to ensure that they meet scope and quality requirements.  This requires working with divisional project managers to ensure that project plans and documentation are up-to-date and accurate and also reporting on the status of those projects in a cross-divisional setting.

    The Project Specialist will also be responsible for implementing defined project management processes, including reporting standards, risk assessments, and quality assurance practices within his/ her division, as well as evaluating projects within those same constraints.  The Project Specialist will be trained on these processes by the PMO but is expected to teach relevant principles to division stakeholders, as required.

    The ideal candidate for this position is a multi-tasker with sound business judgement and an ability to build rapport/ consensus quickly.  This candidate should be tech-savvy with a demonstrated concern for meeting deadlines and budgets.


    Essential duties and responsibilities of the Project Specialist include but are not limited to the following. The Company reserves the right to add to, delete, change or modify the essential duties and responsibilities at any time.   All work is to be completed with minimum supervision and in accordance with Company standards.  Other duties may be assigned.


    • Implement the project management methodology across all projects within the division, using MS Project and/ or other project management software, as well as any standard templates which have been developed by the PMO; this includes providing guidance to all divisional project execution stakeholders regarding the project management methodology
    • Support definition and execution of divisional projects by providing requested guidance regarding scope, deliverables/ milestones, timeline, budget, resource requirements, quality constraints, and risk management
    • Coordinate on an at-least weekly basis with divisional project managers to update project plans, following the change control process where timelines, budgets, or resources are impacted and/ or where risks or issues are identified
    • Review all project deliverables to ensure that they meet scope and quality requirements, obtaining required sign-offs; conduct project post-mortem reviews and submits lessons learned to the best practices repository
    • Participate in bi-weekly PMO status updates to share status, concerns, and best practices with other PMO resources; assist in preparation of consolidated PMO status to Senior and Executive Management


    To perform the job successfully, an individual should demonstrate the following competencies:


    • Organization Skills – Is systematic and consistent with regard to evaluating project status and is able to track and balance key dimensions of project status (e.g., schedule, budget, resources, etc.) against one another
    • Sense of Urgency – Shows concern for meeting timelines, budgets, and resource constraints (human or capital)
    • Judgment – Demonstrates willingness to make and defend decisions (e.g., regarding project quality standards); makes timely decisions exhibiting sound rationale, includes appropriate people in decision-making processes, and supports decisions with facts and data
    • Accuracy – Ensures that complete and comprehensive information has been received and vetted to correctly convey divisional and corporate status to the overall Strategic Plan
    • Dependability – Takes responsibility for own actions; commits to long hours of work when necessary to reach goals;  requests and offers help, as needed.
    • Problem Solving – Able to review projects which are behind plan and make recommendations regarding allocation of time, budget, and/ or resources; understands when to escalate issues to the PMO and when to defer to divisional leadership
    • Analytical – Designs work flows and procedures to optimize vendor and customer pricing processes; gathers and interprets data using primary and secondary research techniques, complementing these with intuition and experience to develop meaningful recommendations;  synthesizes complex information from multiple/ varied data sources
    • Oral Communication – Builds rapport quickly at multiple management levels; speaks clearly and persuasively to both project management and execution resources;  is comfortable presenting project status and challenging findings in a group environment;  listens well and requests clarification, when required;  responds to questions promptly and professionally
    • Written Communication – Captures information as required by project management templates; oversees written communication from the PMO to divisional stakeholders, as required
    • Interpersonal – Demonstrates comfort in interacting project management and execution resources at all management levels; demonstrates flexibility with regard to changing priorities, instruction, and/ or stakeholders;  respects confidentiality of sensitive information;  remains open to others' ideas and tries new things;  keeps emotions under control. 
    • Diversity – Shows respect and sensitivity for cultural differences; promotes a harassment-free environment.
    • Ethics – Treats people with respect; honors commitments;  inspires the trust of others;  upholds organizational values.




    To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

    The requirements listed below are representative of the knowledge, skill, and/or ability required.   Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.



    Bachelor's degree (BA/ BS) from an accredited four-year College or University and 5+ years’ related experience and/ or training; or equivalent combination of education and experience.



    Ability to read, update, and assess detailed project plans, as well as the ability to read and assess the associated deliverables that are produced in the execution of those plans.  Ability to understand and respond to written or spoken communication pertaining to project execution from all management levels and from both a strategic and divisional perspective.


    MATH ABILITY:            

    Ability to apply basic mathematical concepts to calculate performance against project budgets and timeline (e.g., project float/ slack times, actual vs. planned budget variance percentages, etc.)



    Ability to assess project deliverables quantitatively (i.e., with regard to time, budget, and resource allocation) and qualitatively (i.e., with regard to scope, quality, and risk requirements).  Ability to identify and prioritize tradeoffs between resource, budget, and timeline allocation



    Previous experience or demonstrated ability to learn project management/ scheduling software;  previous experience developing/ managing projects using MS Project will be a strong advantage.  Must be proficient in all standard Microsoft Office applications, including Word, Excel, and PowerPoint.



    The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


    The noise level in the office work environment is usually quiet.



    The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  


    While performing the duties of this job, the employee is regularly required to sit; talk or hear and use hands to finger, handle, or feel.  The employee is occasionally required to reach with hands and arms and stoop, kneel, or crouch.  The employee must regularly lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and ability to adjust focus.  EOE      


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