Project Specialist

Company: Mount Auburn Cemetery
Location: Cambridge
Posted on: May 14, 2022

Job Description:

Position Summary:
The Project Specialist (PS) is responsible for coordinating and completing projects that support Mount Auburn's operational goals and its strategic initiatives. Reporting to the Executive Vice President & CFO (EVP), the incumbent will coordinate and manage projects for the Finance and Information Technology departments. These departments support the activities of the entire the organization. The individual will also aid and provide project support for Mount Auburn's President & CEO and other Vice Presidents as requested. The individual is responsible for developing project goals, budgets, and timelines and providing routine updates on the status of all in-progress projects. The PS will encourage cross-departmental collaboration on all projects by recruiting staff members from all functional areas and will communicate project updates with all staff as appropriate.

Though this is primarily a remote role, this employee is expected to be able to travel onsite 2-4 times per month for company meetings or events, so candidates must be able to reasonably commute to Cambridge, MA at their own expense.

DUTIES AND Responsibilities:

Build and develop project teams that ensure successful project implementation using internal and external expertise.
Define project goals, resource requirements, timelines, and implementation plan for all projects.
Prepare project proposals for review and approval by Executive Team or, when needed, its Board of Trustees.
As appropriate, assist in the preparation of narratives and presentations to solicit grants and contributed support for projects.
Coordinate internal and external resources to keep projects within approved scope, schedule, and budget.
Collaborate and communicate with project staff in a timely and routine manner.
Monitor project progress and adapt scope, timelines, and budgets as appropriate.
Communicate with client stakeholders, internal and external, providing timely information on project status.
Manage relationships with external vendors and content experts.
Evaluate success and effectiveness of completed projects; prepare final project reports for internal and external audiences including funders when appropriate.
Utilize industry best practices, techniques and standards throughout the entire project execution.
Measure project performance to identify areas for improvement.
Perform risk management to minimize potential risks.
Create and maintain comprehensive project documentation.
Use and continually develop leadership skills.
Participate in professional networking and leadership among allied organizations.
Maintain Cemetery's reputation as a provider of quality service offerings and represent the organization's commitments and values in all interactions.
Communicate effectively and timely to department leaders, co-workers, and management by telephone, e-mail, or in person.
Participate in personal professional development and department training to stay up to date on industry best practices, cemetery law, and company policies.
Maintain hours worked and time off requests for payroll using an automated timekeeping system (ADP Workforce Now).

As with all Cemetery staff, assist with any cemetery business including special meetings, conferences, Friends' events and public programs as needed.
Demonstrate responsible stewardship for the environment when planning and implementing all duties incorporated in job description.

REQUIRED QUALIFICATIONS:

A friendly, outgoing, helpful personality
Must be detail oriented
Bachelor's degree or relevant experience required
2-5 or more years of project coordination experience
2 or more years of finance and information technology experience
Project Management Professional (PMP) certification preferred
Proven ability to solve problems creatively
Experience seeing projects through the full life cycle
Excellent analytical skills
Ability to maintain composure and professional outlook when under job-related pressure
Must be dependable, punctual, and articulate
Strong communication skills and an ability to communicate well both verbally and in writing with co-workers, Trustees, lot owners or representatives, clients, and visitors
Strong presentation skills
Must possess strong computer and typing skills. Specifically, Microsoft Office Excel, Word, and Outlook. Experience with project management software or tools, methodologies and best practices preferred
Budget management experience is required
Collaborative working skills and ability to communicate successfully with employees at all levels
Must have excellent organizational skills and the ability to handle multiple tasks quickly and efficiently
Must be a self-starter with strong initiative and the ability to work independently
Must be patient, energetic, creative, and flexible as work demands change
Must present a good professional image in dress, grooming and personal hygiene per the Cemetery's dress code policy
Sense of humor
Must have a valid driver's license

REQUIRED PHYSICAL DEMANDS:

Must be able to operate standard office equipment such as computers and mouse, telephones, photocopiers, fax machines, scanners. Must be able to access file cabinets and interior vaults.
Must be able to access all areas of the Cemetery, including the Chapels, Greenhouse, Administration Building, and the cemetery grounds including traversing stairs, inclines, declines, and uneven terrain in all weather conditions
Must be able to be outdoors regularly standing in any weather conditions when meeting visitors
Must be able to move within a normal office environment, accessing all records and equipment with ease
Must be able to operate company vehicles (cars and/or vans).
Position requires prolonged periods seated and/or standing at a desk.
Must be able to move between desk, front counter, and all files
Must be able to walk up and down stairs
Must be able, using a stool as necessary, to reach high shelves containing files and supplies at any location within the office, including the vaults
Must be able to do some light lifting in conjunction with office duties, up to 20 pounds

All employees of Mount Auburn Cemetery are "at will' employees and must adhere to Mount Auburn's "Business Ethics and Conduct."

Mount Auburn Cemetery is an equal-opportunity employer. It does not discriminate in employment opportunities on the basis of race, color, ancestry, religion, gender, national origin, age, pregnancy, citizenship status, physical or mental ability, military status, sexual orientation or any other characteristic protected by law.

No relocation or sponsorship is available for this role.

Keywords: Mount Auburn Cemetery, Cambridge , Project Specialist, Accounting, Auditing , Cambridge, Massachusetts