Project Specialist

Project Specialist

Key Accountabilities:

Project Initiation Management:

• Ensures tools are set-up according to SOPs and work instructions (for example, Project Management Plan, SOP list, TIME task codes list, Team list, Project View)
• Setup of Project Specific Training in LMS
• Works with PL to create an initial schedule and resource plan in Project View
• Assists with drafting a consistent and coherent project management plan, including coordinated planning of the different project activities and input from the different functions

Project Execution and Control Management:

• Responsible for reporting and analysis and for highlighting issues for project team
• Maintains the project schedule and resource changes with input from Project Lead
• Prepares portions of the monthly management and dashboard reports
• Updates and maintains project tracking databases, compiles data for reports, and other project-related materials
• Organizes incoming and outgoing correspondence for project management
• May be responsible for managing project document storage
• Responsible for updating the project plan as needed and collaborating with the PL/TL to execute the plan.
• May provide technical support to the Project Lead/Project Manager/Technical Lead and project team through the use Microsoft Word, Excel, ProjectView, and internal PAREXEL systems

Project Meetings:

• Supports preparation of required information for various project meetings
• Reporting of owned responsibilities during meeting attendance
• Support tracking and follow-up of action items.
• Distributes agendas prior to meetings, and prepares and distribute minutes of internal and client meetings
• Promotes communication among team members

Project Financial Management:

• Responsible for collating monthly project financial metrics
• Reviewing TIME reports against allocated/budgeted time
• Reviewing and processing pass through cost invoices
• Interacts with Independent Consultants to collect timesheets and processes invoices for payment

Project Closure Management:

• Collaborates with PL/PM/TL on ensuring that documents are archived and final work handed over to the sponsor
• Closes all project systems and interfaces upon project end

Key Competencies:

• Project Planning: Beginner
• Project Execution: Beginner
• Project Fulfillment: Beginner
• Financial Acumen: Beginner
• Risk Management: Beginner
• Quality Focus: Beginner
• Influencing and Leading Teams: Beginner
• Communication: Basic
• Accountability: Basic
• Emotional Intelligence: Beginner
• Customer Focused Leadership: Beginner
• Decision Making: Basic
• Technical Knowledge: Beginner

*Proficiency Levels:

• Superior - notable strength, possessing a special talent, and viewed as being better than most – capable of coaching for and teaching this competency.
• Advanced - mature understanding of the competency and excellent ability to apply the competency in multiple situations- capable of teaching the basics of this competency to others
• Proficient - robust understanding of the competency and solid acquisition of the skills required to use the competency – can successfully apply it without management supervision
• Basic - understanding of the competency and has acquired the fundamental skills- can apply it under the guidance of management
• Beginner - limited or no understanding of the competency- requires close management and guidance in its application.

Knowledge and Experience:

• Initial years of experience in a similar role preferred.
• Extensive working knowledge of the English language

Education:

• Bachelor’s degree in a science-related field, with an advanced degree desirable
• PMP or equivalent desirable