Project Specialist (Assistant)
at Heartland Alliance

Date Posted: 10/21/2019

Job Description

The Project Specialist is responsible for developing and managing timelines for a variety of projects that advance the mission, vision and strategic priorities of Heartland Human Care Services. This position will also lead special projects as assigned. This position requires critical thinking and works with limited supervision under the direction of the Chief of Staff.


  • Serves as primary project planner responsible for developing and maintaining project plans and timelines for strategic initiatives. This includes creating and managing dashboards/scorecards, identifying potential risks and possible solutions, and creating reports to communicate progress to staff and board leadership.
  • Collaborates with relevant stakeholders to confirm project goals, scope and objectives; assesses and communicates project feasibility, and recommends resource allocation; and ensures that all projects are delivered on-time and within scope.
  • Measures project performance using appropriate tools and techniques, and reports and escalates to management as needed.
  • Supports various strategic initiative committees/task forces through scheduling; organizing and preparing agendas; collecting, summarizing, synthesizing and disseminating information; creating committee reports and ensuring completion of action items; providing timely information and response to inquiries.
  • Develops project management practices, systems and tools that support efficient and effective project management; and provides technical assistance to increase project management skills throughout the organization.
  • Analyzes practices, systems and tools to identify and implement improvement opportunities.
  • Works with development and communication teams to support revenue development and internal communications projects.
  • Stays abreast of best practices in project planning and monitoring; and maintains working knowledge of the strategic plan; and related key projects and initiatives.
  • Performs other duties as assigned by supervisor.


  • Bachelor’s Degree in non-profit management, business, or related field. Note: Years of experience may be substituted for education.

  • 3-5 years of experience with a minimum of 3 years of experience successfully and independently planning and tracking multiple projects with competing deadlines.

  • Proven working experience in project management.
  • 1 – 2 years of experience managing meetings to include creating, documenting and disseminating, agendas, meeting minutes and follow-up items for various committee meetings.

  • Knowledge of project management techniques is required.  
  • Advanced computer and Microsoft Office (Word, Excel, Outlook and PowerPoint) skills.

  • Excellent verbal/written communication skills – strong technical writing skills.

  • Excellent organizational and time management skills.
  • Strong critical/analytical thinking skills.
  • High aptitude to learn new technology/software.
  • Ability to effectively function as a member of a team.
  • Demonstrated ability to work on multiple projects at the same time
  • Demonstrates initiative in problem solving and implementing innovative solutions.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • While performing the duties of this job, the employee is regularly required to talk or hear.

  • While performing the duties of this job, the employee is frequently required to sit; use hands to handle or feel and reach with hands and arms.

  • While performing the duties of this job, the employee is occasionally required to stand; walk; climb or balance and stoop, kneel, crouch, or crawl.

  • The employee must occasionally lift and/or move up to 10 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • The noise level in the work environment is usually moderate.
  • The employee may be required to remain on Organization premises during breaks and/or meal periods and may be required to stay on Organization premises until their replacement arrives.

Job Snapshot

  • Employee Type: Full-Time
  • Location: Chicago, IL
  • Job Type: Management
  • Experience: Not Specified
  • Date Posted: 10/21/2019

About Us

It’s more than a job, it’s a purpose.

Heartland Alliance—the leading anti-poverty organization in the Midwest— believes that all of us deserve the opportunity to improve our lives. Each year, we help ensure this opportunity for nearly one million people around the world who are homeless, living in poverty, or seeking safety. Our multicultural staff are passionate about our mission and make Heartland Alliance a dynamic and exciting place to develop your career.

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