Job Description

The Project Specialist II serves as a key partner to the SVP/VP within the C-Suite by providing high-level calendar management, scheduling coordination, and executive administrative support. This role requires exceptional organizational skills and the ability to navigate complex, frequently shifting calendars while ensuring alignment with executive priorities and organizational objectives.

Under limited supervision, the Project Specialist II manages day-to-day executive scheduling, prioritizes meeting requests, coordinates cross-functional engagements, and anticipates logistical needs in a fast-paced environment with evolving demands. While project coordination remains an important component of the role, the primary focus is maintaining seamless, accurate, and strategic calendar operations that support the SVP/VP’s workflow and decision-making.

The ideal candidate thrives in ambiguity, demonstrates sound judgment, and ensures seamless alignment between executive schedules and strategic initiatives.

Key Responsibilities

• Calendar & Executive Support * Proactively manage and optimize executive calendars, ensuring alignment with strategic priorities and project timelines. * Coordinate meetings, agendas, pre-read materials, minutes, and follow-up actions for executive leadership, Board members, and senior stakeholders. * Serve as a liaison for scheduling and communication across internal and external stakeholders.
• Project Management * Autonomously facilitate and operationalize projects to achieve departmental and organizational goals, considering all appropriate stakeholders. * Develop and lead project management plans, including scope identification, budget planning, and ongoing communication. * Independently prepare written documents, delegate tasks, and monitor progress.
• Process & Communication * Standardize processes, communications, and tracking methods for project planning and sustainability. * Compile and synthesize highly complex data, analyze outcomes, and prepare reports for process and outcome review. * Maintain a high level of confidentiality and exercise sound judgment on sensitive and strategic matters.
• Leadership & Collaboration * Serve as an active leader for executive initiatives and hospital committees. * Interface regularly with executive leadership and partner organizations to ensure smooth execution of projects and administrative priorities.

Qualifications

** Education & Experience**

1. Bachelor’s degree or an equivalent combination of education and experience is required.
2. A minimum of 2 years of professional experience in communications, special events planning, office or business management, project management, etc., required; healthcare setting preferred .
3. Previous experience supporting SVP/VP/Chair level work is strongly preferred.
4. A master’s degree in a related field may be substituted in lieu of the two-year experience requirement.

Knowledge, Skills and Abilities

1. Interpersonal communications and team building skills
2. Proficiency in standard computer applications including MS Office suite applications.
3. Understanding and familiarity with quantitative and qualitative data, and is able to present information to a variety of audiences.
4. Ability to understand, analyze, synthesize and manage highly complex information.
5. Critical thinking skills.
6. Expertise in project planning, communications, budget management, and other aspects of project management.
7. Ability to work collegially within complex systems, take initiative to appropriately identify resources, and maintain a mature and professional working environment.
8. Ability to work effectively and improvise when approached with immediate deadlines and unprompted changes to project plan.
9. Ability to effectively work in a highly matrixed organization.

Additional Information

All your information will be kept confidential according to EEO guidelines.

Compensation

• Pay Range: $28.82 minimum - $40.35 maximum per hour
• Other Compensation (if applicable):
• Review the 2025-2026 UMMS Benefits Guide

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