Project Assistant

Pacific Clinics•San Jose, IL

About The Position

The Project Assistant works alongside the respective Project Manager and project team to support achievement of project and department goals and deliverables. The role handles project details such as research, drafting and formatting reports and presentations, updating project management tracking systems, and coordinating correspondence. The Project Assistant understands project objectives and ensures team members have the resources they need, working with project managers, project teams, and other assistants to support smooth and timely project completion. The position also provides administrative and coordination support across the project lifecycle, including schedule and budget tracking, preparation of project materials and documentation, communications with internal and external partners, and support for project setup and closeout. The role may participate in agency committees and activities and coordinate special events.

Requirements

Associate degree in a relevant field and three years of progressive experience in project management, behavioral health or healthcare, or a related area, including experience with an Electronic Health Record (EHR) system; or an equivalent combination of education and experience, with two years of relevant experience equivalent to one year of education.
Must pass Department of Justice (DOJ), Federal Bureau of Investigations (FBI), and Child Abuse Index Check (CAIC) background clearance.
Must meet the physical requirements described for the role, with reasonable accommodations available for individuals with disabilities.
Driving is required.
Requires a full background check and TB exam.

Responsibilities

Collaborate with project managers and internal and external project and cross-functional teams to maximize productivity throughout the project lifecycle.
Provide administrative support, including schedule management, outreach, budget tracking, task tracking, preparation and distribution of project materials, report and presentation formatting, expense and mileage claim reconciliation, and ordering office supplies and equipment.
Coordinate with internal teams and external partners or vendors to schedule appointments and help ensure project tasks and objectives are achieved.
Organize and monitor schedules and ensure deadlines are met.
Complete project documentation, including Gantt charts, task assignments, process documentation, workflows, and reports.
Edit agency documents for grammar, spelling, and formatting, and recommend or flag revisions when appropriate.
Maintain project records for documentation, clarification, and presentation to management.
Arrange contracts, purchase orders, and expenditure authorization forms for approval, and follow up on invoices to support accurate payment.
Respond promptly and appropriately to email and telephone inquiries, providing accurate information.
Communicate professionally and courteously with outside agencies, vendors, clients, and families as an agency representative.
Support setup and launch of new or cross-functional projects and prepare closeout documents.
Perform data entry, literature reviews, and web-based research.
Participate in committees, work teams, and related agency activities.
Coordinate and manage special events.