Title: Project Specialist

Location :4822 N Broadway

Schedule: Hybrid, Monday - Friday (8:30am - 5:00pm)

Summary:

Are you ready to take on a pivotal role in driving impactful projects and supporting our mission? We are seeking a passionate and highly motivated Project Specialist to join our dynamic team!

Do you thrive in a fast-paced environment where your skills and expertise are valued? As a Project Specialist, you will be at the heart of our operations, providing vital support for projects, key committee and department meetings, and essential administrative tasks. Reporting directly to the Chief Operating Officer, you will develop and manage timelines for diverse projects that advance the mission, vision, and strategic priorities of Heartland Human Care Services. You will also lead special projects, showcasing your critical thinking and independence. Your contributions will directly impact the success of projects that advance our mission and vision. In this role, you will work closely with the Chief Operating Officer and other key leaders, enhancing your professional growth in an innovative environment that values creativity, initiative, and excellence. If you are a motivated and passionate professional eager to take on a rewarding challenge, we want to hear from you! Apply today and become an essential part of our mission to create lasting impact.

Why Join Us:

- Make a Difference: Be a part of an organization that is deeply committed to creating positive change in the lives of individuals and communities.

- Professional Growth: Take on a leadership role where you can develop and implement asset management systems, supervise a dedicated team, and contribute to ongoing education initiatives.

- Comprehensive Benefits: Enjoy a range of benefits, including medical, dental, vision insurance, 401(k) match, paid maternity and paternity leave, commuter benefits, student loan assistance, and more.

Our Benefits:

• Medical insurance.
• Dental insurance.
• Vision insurance.
• 401(k) match.
• Paid maternity leave.
• Paid paternity leave.
• Commuter benefits.
• Student loan assistance.
• Tuition assistance.
• Disability insurance

• Serves as primary project planner responsible for developing and maintaining project plans and timelines for strategic initiatives under the Chief Operating Officer. This includes creating and managing project plans, dashboards/scorecards, identifying potential risks and possible solutions, and creating reports to communicate progress to staff and leadership.
• Serves as project support for Operations Dept. directors, including but not limited to, Learning and Development, Clinical Services, and the Heartland Human Care Services (HHCS) Quality Improvement Committee.
• Collaborates with relevant stakeholders to confirm project goals, scope, and objectives; assesses and communicates project feasibility, and recommends resource allocation; and ensures that all projects are delivered on-time and within scope.
• Measures project performance using appropriate tools and techniques, and reports and escalates to management as needed.
• Works with the operation department leadership teams to support department and organizational projects.

• Stays abreast of best practices in project planning and monitoring; and maintains working knowledge of the strategic plan; and related key projects and initiatives.
• Supports the Project Portfolio Management system for HHCS in collaboration with the Operations Project Manager.
• Serve as SharePoint administrator for HHCS.
• Serve as secondary administrator for HHCS’ organizational performance management system.

Project Management Technical Assistance

• Develops project management practices and a toolkit that supports efficient and effective project management; and provides technical assistance to increase project management skills throughout the organization.

• Analyzes practices, systems, and tools to identify and implement improvement opportunities.

Meeting Management & Facilitation

• Supports various strategic initiative committees and meetings, such as the monthly HHCS Director’s Meetings, the Operations Leadership meeting, and the HHCS Quality Improvement Committee through scheduling; organizing and preparing agendas; collecting, summarizing, synthesizing, and disseminating information; and ensuring completion of action items; providing timely information and response to inquiries.

Administrative support

• Provides administrative support managing key tasks under the Chief Operating Officer, such as bi-weekly payroll approver, maintaining accurate organizational charts for the Operations Department, and oversees employee recognition opportunities within the Operations department, such as a birthday calendar.
• Supports Associate Director of Learning & Development with training admin tasks, such as tracking attendance through data entry into the Kaizen, entering/updating information into RMIS, (or other) system of record. Assists with preparation of training materials.
• Performs other duties as assigned by supervisor.

Education and Experience:

• Bachelor’s Degree in non-profit management, business, or related field. Note: Years of experience may be substituted for education.
• 3-5 years of experience with a minimum of 3 years of experience successfully and independently planning and tracking multiple projects with competing deadlines.

Knowledge/Skills/Abilities (K/S/A):

• Excellent verbal/written communication skills – strong technical writing skills.
• Excellent organizational and time management skills.
• Strong collaborator on teams, with the ability to work independently and autonomously with courage and confidence.
• Professional acumen, ability to meet deadlines and respectfully hold teams accountable to deadlines.
• Strong critical/analytical thinking skills.
• High aptitude to learn new technology/software, such as Visio, and ADP payroll platform.
• Ability to effectively function as a member of a diverse team.
• Demonstrated ability to work on multiple projects at the same time.
• Demonstrates initiative in problem solving and implementing innovative solutions.

Work Arrangement

This role is a “hybrid.” If hybrid, it is expected this person would be able to meet for “in person” meetings when needed or at the request of others. In-person meetings may be required on a regular basis (weekly, monthly, etc.). There may also be the availability to work from home when appropriate.

Work Environment

• 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 work environment is usually moderate.
• The employee may be required to remain on Organization premises during breaks and/or meal periods and may be required to stay on Organization premises until their replacement arrives.

Physical Demands

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 talk or hear.
• While performing the duties of this job, the employee is frequently required to sit; use hands to handle or feel and reach with hands and arms.
• While performing the duties of this job, the employee is occasionally required to stand; walk; climb or balance and stoop, kneel, crouch, or crawl.
• The employee must occasionally lift and/or move up to 10 pounds.

Equal Opportunity Employer Statement

Heartland Human Care Services makes all hiring and employment decisions, and operates all programs, services, and functions without regard to race, receipt of an order of protection, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, amnesty, physical or mental disability, protected veterans status, genetic information, sexual orientation, immigrant status, political affiliation or belief, use of FMLA, VESSA, military, and family military rights, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the organization's AIDS Policy Statement of September 1987.