Project Specialist

May 31, 2025

Job Purpose:

The Project Specialist I is developing project plans, providing project level reports and metrics to inform project oversight, progress reporting and decision making by the Project Leader (PL) and Functional Leads (FLs), to ensure timeliness and quality of project deliverables and control the project budget. The

Project Specialist I will be predominantly assigned to late phase and Enterprise projects. The Project Specialist I is working on under Line Manager oversight in all project lifecycle phases and depending on the acquired experience and independence, an assignment to Biotech& Emerging client’s projects, as well as to assist project start up and close out can be considered.

Key Accountabilities:

Core services provided by the Project Specialist I include, but are not limited to:

Project Management Plans initial set up and maintenance with Project Leader input
Maintenance of selected information in the integrated project management system
Project reports, compliance and other metrics for project operational review, client and internal reporting and project oversight
Initial Review of selected financial areas.
Cooperation with Project Leader and Functional Leads on action plans and follow up with the project team on action items
Oversight of project team list, project system accesses and respective reviews

Project Initiation Management :Updating and customizing of systems and tools and project plans according to applicable SOPs, if needed under mentor or manager supervision; Supporting vendor selection; Creating of Project specific training curriculum; Reviewing time booking, following up on needed corrections; Reviewing pass – through costs; Cooperating with TMF lead, IPO and eCBL on set up on TMF and sitepay with mentor or manager supervision; Cooperating with Project Data Coordinator to set up system access management process; Working with PL and FLs to ensure project resources are requested in line with project scope; Collecting, distributing and tracking insurances and Letter of Authorization

Project Execution and Control:Study reporting and distribution to FLs and project team. Maintaining systems and tools according to applicable SOPs.

Project Integration Management :Maintaining consistent coherent project management plans, reviewing plans with PL and distributing to the different functions. Reviewing time booking and overconsumption with FL, collecting input ready for PL review; Reviewing pass – through costs; Reviewing Project Specific Training Compliance and following up on non- compliances; Assisting with preparation and action follow of Project Operational review meetings; Providing reports, metrics and initial analysis for informed Project Leader decision making and client reporting. Maintaining oversight on project system accesses and review.

Project Meeting Management: Project meetings preparation and attendance; Supporting preparation of required information for internal and client meetings; Supporting tracking and follow-up of action items.

Project Vendor Management: Collaborating with PL and FLs to ensure study supplies are delivered as required and according to contract obligation. Performing vendor invoice review.

Project Closure Management: Close out responsibilities are assigned depending on acquired knowledge and independence. Collaborating with PL on ensuring that systems are closed, documents archived, and final work is handed-over to the sponsor

Skills:

Good verbal and written communication skills, as the exchange of information is a significant part of the job.
Developed interpersonal skills and ability to build relationship
Attention to detail and quality of work.
Client focused approach to work
Flexible attitude with respect to work assignments and new learning
Ability to manage multiple and varied tasks with enthusiasm
Ability to prioritize workload
A willingness to work in a matrix environment and to value the importance of teamwork.
Basic problem- solving ability.

Knowledge and Experience:

Relevant basic experience in the PS/ or similar role desirable
Basic knowledge of activities and procedures of the work area
Good Knowledge of Microsoft based applications

Shift: 2:30 PM - 11:30 PM

Education:

Intermediate to Advanced English level for non-native English speakers
Minimum Bachelor’s degree or equivalent degree

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