Project Specialist, University Relations

Project Specialist

The Project Specialist will serve as a core member of University Relations' inaugural project management team, managing team projects from intake through completion and providing operational support across the division. This role is well-suited for a detail-oriented professional who thrives in a collaborative environment and is energized by helping build systems and processes from the ground up. The Project Specialist reports to the Strategic Initiatives Support Manager and will work closely with colleagues across University Relations and campus partners.

The project management team will work within portfolios across the University Relations division to ensure consistent support and outcomes that advance university goals.

Essential Functions

• Manage multiple concurrent cross-functional projects from intake to completion, including defining scope, establishing timelines, assigning tasks, monitoring progress, and communicating updates to stakeholders.
• Process and triage incoming project requests through the University Relations project management system, ensuring accurate prioritization and routing.
• Maintain organized project records, status reports, and documentation.
• Ensure the professional staff from units across the university are working on or informed about projects, bringing in UR staff who add beneficial work or input, advancing URs integrated model.
• Identify project risks or bottlenecks early and proactively communicate with appropriate stakeholders to resolve issues.
• Contribute to the development and refinement of project management processes, templates, and workflows as part of an inaugural team.
• Use AI tools responsibly to support content and process ideation, drafting, repurposing, and personalization, applying human review to safeguard accuracy, brand voice, and authenticity.
• Perform other duties as assigned.

Project Management Portfolio Specific Support

• Secure relevant permits and permissions for photography, video, and visual design projects
• Handle communications and appropriate confirmations with stakeholders across projects.
• Business Administration Support
• Work with project owners to monitor spending to ensure that the project does not exceed the budget.
• Talent Management – Managing the talent recruitment and onboarding processes to support hiring managers and team development
• Vendor Management – Overseeing relevant vendor and freelance agreements and communications, supporting procuring competitive bids for projects

Strategic Oversight

• Developing project management documentation for alignment across the division

AVC Support

• Assisting with scheduling, timelines and committee support
• Perform other duties as assigned.

Knowledge, Skills, and Abilities

• Strong organizational skills with a demonstrated ability to manage multiple projects and deadlines simultaneously.
• Ability to work independently and proactively, taking initiative to move work forward with minimal supervision.
• Excellent written and verbal communication skills, with the ability to convey information clearly to a range of audiences.
• High attention to detail, particularly in quality assurance and proofreading contexts.
• A team player who is adept at building relationships and strengthening ties across multiple departments
• Comfortable working in a fast-paced environment with shifting priorities and frequent interruptions.
• Collaborative, solutions-oriented approach with strong interpersonal skills and the ability to build relationships across teams.
• Willingness to learn new tools and systems quickly and to share knowledge with colleagues.
• Adept at problem-solving, critical thinking, and using judgment in situations that require sensitivity and tact
• Ability to work in multiple areas of creative production as needed

Required Qualifications

• 2-4 years of professional experience managing multiple projects simultaneously.
• Bachelor's degree or equivalent combination of education, experience, and/or military training in project management, marketing, communications or related field; or equivalent work experience. Candidates with an associate degree and relevant professional experience are encouraged to apply.
• Demonstrated ability to communicate…