Project Specialist

About the role

The Project Specialist provides administrative, operational, and project coordination support for a Department of Defense program in Columbus, Ohio. This entry-level position supports recurring communications, personnel onboarding, timesheet administration, contact and distribution list maintenance, meeting coordination, and documentation of internal processes.

Responsibilities

• Maintain and update the program’s weekly node list
• Prepare and coordinate monthly distribution of NIPRNet and SIPRNet node lists to authorized recipients
• Verify distribution lists, recipients, and delivery requirements before releasing operational information
• Document and maintain the standard operating procedure for node list preparation, review, approval, and distribution
• Track recurring operational activities, deadlines, reminders, and action items
• Support the assignment and maintenance of a designated owner for Columbus operational communications
• Assist project leadership with special projects, administrative requests, and recurring program-management activities
• Prepare and distribute biweekly Town Hall agendas
• Coordinate with project leaders and functional owners to collect agenda topics, announcements, and supporting materials
• Distribute Columbus operational communications to employees and other authorized stakeholders
• Transfer, establish, and maintain recurring calendars, meeting invitations, and distribution groups
• Maintain recurring operational reminders and verify that responsible personnel receive timely notifications
• Draft clear, professional internal communications, meeting notices, reminders, and procedural updates
• Maintain records of key communications and recurring program activities
• Maintain the employee contact list and related personnel information in Smartsheet
• Update contact information, work locations, organizational assignments, communication preferences, and other approved personnel data
• Conduct periodic reviews to identify outdated, incomplete, or duplicate contact information
• Protect employee information and limit access to authorized personnel
• Coordinate administrative onboarding activities for newly assigned employees
• Maintain and update the employee in-processing checklist
• Track onboarding tasks such as required documentation, account requests, orientation activities, training, equipment coordination, and initial introductions
• Communicate onboarding requirements and deadlines to new employees, supervisors, and supporting departments
• Monitor onboarding progress and follow up on incomplete or overdue actions
• Maintain accurate onboarding records in accordance with company and customer requirements
• Assist with employee offboarding and transition activities when requested
• Support the administration of employee timesheets and timekeeping requirements
• Provide employees with reminders regarding timesheet submission deadlines
• Review timesheet status reports and follow up with employees regarding missing, incomplete, or rejected timesheets
• Assist employees with routine timekeeping questions and direct complex issues to the appropriate manager, payroll, or accounting representative
• Maintain accurate records of reminders, corrections, and timesheet-related communications
• Develop and maintain clear desk procedures, checklists, process guides, and other administrative documentation
• Organize project files, contact lists, calendars, distribution records, onboarding records, and recurring communications
• Apply established file-naming conventions, version-control practices, and records-management procedures
• Identify opportunities to streamline recurring administrative and operational processes

Qualifications

The successful candidate will be highly organized, detail-oriented, and comfortable managing recurring deadlines and coordinating with employees, project leadership, and corporate support teams. The Project Specialist must follow all applicable security, information-handling, and access-control requirements.

Requirements

• High school diploma or equivalent
• Zero to three years of administrative, project coordination, program support, office management, customer service, or related experience
• Experience using Microsoft Outlook, Word, Excel, PowerPoint, and Teams
• Ability to manage multiple recurring assignments and meet established deadlines
• Strong attention to detail and commitment to maintaining accurate records
• Strong written and verbal communication skills
• Ability to work professionally with employees, managers, customers, and corporate support personnel
• Ability to handle sensitive personnel and operational information appropriately
• Ability to follow established security, information-handling, and records-management procedures
• Active Secret clearance
• Ability to work on-site

Preferred Qualifications

• Associate’s or bachelor’s degree in business administration, management, communications, information systems, or a related field
• Experience supporting a Department of Defense, federal government, or government-contractor environment
• Experience with Smartsheet, SharePoint, Microsoft Lists, or similar collaboration and tracking tools
• Familiarity with NIPRNet and SIPRNet environments
• Experience supporting employee onboarding, timesheet administration, meeting coordination, or internal communications
• Experience developing checklists, standard operating procedures, desk guides, or workflow documentation