Project Specialist

The Project Specialist plays a vital role in supporting the successful execution of strategic projects across the organization. This position collaborates closely with the Project Manager and line management to coordinate process improvements, develop executive-level communications, and ensure that projects are delivered on time, within scope, and to the expected quality standards. The role also includes providing high-level administrative support to the Executive Director of Quality, Patient Safety & Innovation.

KEY RESPONSIBILITIES

Project Coordination & Support

• Assist the Project Manager in coordinating interdepartmental activities to drive progress on ongoing projects.
• Monitor project timelines, deliverables, and milestones to ensure effective execution and alignment with organizational goals.
• Support the development and refinement of project plans and implementation strategies.

Process Improvement & Organizational Initiatives

• Coordinate process improvement initiatives as directed by line management.
• Facilitate stakeholder engagement and interdepartmental communication for quality and innovation programs.
• Track and report improvement outcomes, risks, and next steps.

Executive Communication & Documentation

• Develop high-quality management presentations, reports, and internal communication materials.
• Maintain comprehensive project documentation, including progress reports, risk registers, and status updates.
• Ensure accuracy and consistency in the communication of project outcomes and goals.

Administrative Support

• Provide effective administrative and office management support to the Executive Director.
• Ensure that operational and executive tasks are executed efficiently and within agreed timelines.
• Safeguard sensitive and confidential information with the highest standards of professionalism.

General Responsibilities

• Perform other tasks and responsibilities as may be assigned by the Executive Director or Project Manager.
• Maintain a proactive and detail-oriented approach to all duties.
• Uphold a strong sense of confidentiality and ethical responsibility.

QUALIFICATIONS

• Master’s degree in Business Administration, Project Management, Healthcare Management, or a related field.
• Advanced certifications such as PMP, PRINCE2, or equivalent are highly desirable.

Experience & Knowledge Requirements

• Minimum of 7 years of professional experience, including at least 5 years in project management roles.
• Strong preference for candidates with experience in healthcare or quality improvement settings.
• In-depth understanding of project/program management methodologies, tools, and documentation standards.
• Proven experience in developing technical reports, business cases, and tracking tools.

Key Skills & Competencies

• Strong understanding of ethical principles, standards, and healthcare regulations.
• Excellent written and verbal skills for stakeholder coordination and reporting.
• Capable of resolving interpersonal and project-based conflicts constructively.
• Able to analyze complex issues, interpret data, and propose sound solutions.
• Detail-oriented with a strong ability to trace and follow through on all project data.
• Capable of aligning project tasks with organizational strategy and performance targets.