Project Management Specialist

California, United States
11 Jul 2019
End of advertisement period
11 Sep 2019
Contract Type
Full Time

Position Summary:

The ADAPT Project Management Specialist is a fixed-term position that helps administer, support and manage a number of projects that comprise the Alumni and Development Application Platform Transition (ADAPT) program for the Stanford Alumni Association and the Office of Development. Reporting to the Director of Business Systems and Operations, the Project Management Specialist works directly with the project team on the day-to-day administrative and operational aspects of each project, and participates in the development process, produce progress reports, coordinate activities, and ensure that project timelines and deliverables are being met.

Major Responsibilities:

  • Perform representative project-associated duties including: document and process change requests; monitor project scope, schedule, and budget, and report deviations and concerns to the program or project manager; monitor and/or perform assigned business integration, closeout, or commissioning logistics; perform analysis for vendor selection; perform vendor outreach; review and reconcile invoice integrity; liaise on invoice payment; perform incidental purchasing to support projects;  coordinate project closeout details.
  • Compile data and generate ad hoc reports and metrics related to any project phase.
  • Independently implement, administer and evaluate day-to-day activities of the program, including scheduling meetings to include offsite participants and on-boarding new team members or consultants. Act as key contact.
  • Facilitate team collaboration by creating a structure for collaboration and sharing tools, ensuring the right tool is used for the right purpose and maintaining the structure throughout the program.
  • Coordinate meetings with leadership and business owners to discuss areas where business transformation decisions are needed.
  • Follow up with internal and/or external stakeholders on scheduled project deliverables.
  • Organize, schedule and/or participate in outreach activities that may include communications, events, and training. Oversee and maintain Program website.
  • Review project plans and proposals and work with management to develop project objectives.  Offer support in the sequencing of the project tasks based on resources.
  • Perform project management oversight of small projects or more than one large task within a larger project.
  • Contribute to communication plan and change management elements.  Meet with other business owners to make sure functionality aligns across user groups.

Knowledge, Skills, and Abilities:

  • Bachelor's degree in a related field and two years relevant experience or a combination of education and relevant experience.
  • Polished written and oral communication skills to address a wide variety of audiences.
  • Ability to productively contribute to cross-functional teams.
  • Depth of knowledge in technical discipline/domain needed to deliver projects.
  • Demonstrated project management ability to employ integration, scope time management, cost, quality, communications, and risk.
  • Superior organization skills and attention to detail in all aspects of work.
  • Excellent interpersonal skills and the ability to work well with a variety of colleagues and comfortably within the culture of the Office of Development.


  • Frequently sit, perform desk based computer tasks, grasp lightly/fine manipulation and lift/carry/push/pull objects that weigh up to 10 pounds.
  • Occasionally stand/walk, write by hand, twist/bend/stoop/squat and lift/carry/push/pull objects that weigh up to 20 pounds.
  • Rarely use a telephone, kneel, crawl, climb ladders, reach/work above shoulder, grasp forcefully.

* Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.


  • May be exposed to extreme hot and cold temperatures, be exposed to high voltage electricity, radiation or electromagnetic fields, lasers, noise > 80dB TWA, allergens/biohazards/chemicals /asbestos, or heavy metals or work on roofs at heights greater than 10 ft.
  • Travel locally and cross-university.


  • When conducting university business, must comply with the California Vehicle Code and Stanford University driving requirements.
  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide,

Job: Development

Location: Office of Development

Schedule: Full-time

Classification Level: H

Two-year term

Preference given to internal candidates

Additional Information

  • Schedule: Full-time
  • Job Code: 2392
  • Employee Status: Fixed-Term
  • Grade: H
  • Requisition ID: 83865

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