Project Support Specialist

Position Purpose:

The Project Support Specialist plays a key supporting role within the PMO by working closely with the PMO Director and Project Managers (PMs) to serve departments and executives through dedicated project coordination and administrative excellence. This position contributes to the success of the PMO by coordinating meetings, maintaining project documentation, supporting all phases of project work, proactively monitoring and reporting project progress, and supporting the development and upkeep of PMO training materials and templates.

The individual in this role demonstrates servant leadership, strong organizational skills, and collaborative partnership across the ministry to help PMs and interdepartmental project teams deliver projects on time, within budget, and with excellence.

Essential Duties:

• Coordinate, schedule, and manage project meetings, ensuring alignment of calendars, agendas, and logistics.
• Prepare, review, distribute, and archive all meeting materials, including agendas, presentations, packets, and deliverables.
• Record and review meeting minutes with accuracy and clarity; distribute and archive approved notes and supporting documentation.
• Conduct research and compile information as needed to support project planning, risk identification, decision-making, and PMO recommendations.
• Support PMs in all phases of project execution, including data collection, analysis, documentation, and administrative coordination.
• Track, monitor, and report on assigned project tasks, action items, subtasks, and follow-ups across multiple departments.
• Maintain PMO project documentation, including project workbooks, templates, training materials, SharePoint folders, and Monday.com boards.
• Maintain and update the PMO Master Schedule with accuracy, ensuring all entries reflect current progress, timelines, dependencies, and updates.
• Assist with project close-out activities, including lessons learned sessions, documentation cleanup, and archiving of historical project records.
• Establish and maintain positive working relationships with cross-functional departments to support effective project collaboration.
• Uphold PMO standards, document control processes, and quality expectations across all project deliverables.
• Perform administrative support tasks for the PMO Director and PMs as assigned.
• Participate in PMO team meetings, training initiatives, and continuous improvement activities.
• Support additional project management duties as necessary and as assigned to advance ministry-wide objectives.

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