Project Specialist

Company: UNAVAILABLE
Location: San Francisco
Posted on: April 18, 2025

Job Description:

OverviewThe Project Specialist plays a key role in supporting the Project Management Office (PMO) by developing and maintaining resource-loaded, critical path schedules for complex tolling projects. This position is responsible for ensuring accurate project planning, tracking, and execution by managing scheduling lifecycles, resource reporting, baseline performance, and resource leveling.Working closely and collaboratively with project managers, engineers, and resource managers, the Project Specialist ensures schedules reflect project scope, resource availability, and constraints. This role contributes to improving project efficiency by maintaining schedule integrity, applying lessons learned, and supporting process enhancements. Active partnership with project teams is essential to ensure alignment, resolve scheduling conflicts, and provide data-driven insights to support informed decision-making.Responsibilities

• Schedule Development & Maintenance

• Collaborate with project managers, engineers, and resource managers early to understand project requirements, scopes, constraints, and timelines.
• Develop and maintain detailed, resource-loaded, critical path schedules in Microsoft Project, applying best practices in task dependencies, milestones, and critical path analysis.
• Perform resource allocation and leveling to optimize workflows, minimize conflicts, and establish baselines for tracking schedule performance throughout the project lifecycle.
• Conduct regular schedule updates, tracking actual progress versus planned timelines, and adjust schedules as needed.
• Reporting
  • Monitor key project metrics such as Estimate to Complete (ETC), Schedule Performance Index (SPI), and Earned Value (EV), identifying risks, variances, and bottlenecks, and recommending mitigation strategies.
  • Develop what-if scenarios and schedule simulations to support informed project team decision-making.
  • Prepare and distribute schedule performance reports, labor and resource utilization data, and provide clear, data-driven insights to project managers, resource managers, and stakeholders to ensure alignment with financial and operational goals.
  • Process & Continuous Improvement
    • Capture lessons learned from completed projects and apply them to enhance scheduling accuracy, processes, and delivery in future projects.
    • Stay current on industry best practices, scheduling tools, and methodologies to continuously enhance individual effectiveness.
    • Assist the PMO in documenting, refining, and standardizing scheduling procedures and best practices.
    • Identify opportunities to improve processes and automate routine scheduling tasks or integrate scheduling data with related systems (e.g., financial or resource management tools).
    • Change Control
      • Support the structured change control process for schedule modifications by assessing impacts and updating schedules accordingly.
      • Conduct schedule impact analysis when project scope, budget, or resource availability changes, in partnership with project managers.
      • Communicate schedule changes clearly and promptly to relevant stakeholders, ensuring alignment across teams.
      • Cross-Project Resource & Capacity Support
        • Provide input and support for portfolio-level resource planning by identifying resource conflicts or capacity constraints across projects.
        • Compile data and recommendations to assist project managers and resource managers in improving resource utilization and balancing workloads.This list of responsibilities might not cover everything you'll end up doing.Qualifications
          • Bachelor's degree in Engineering, Business Administration, or a related field.
          • 3 to 5 years of direct experience in project scheduling, including hands-on development and maintenance of resource-loaded, critical path schedules.
          • Experience within infrastructure, construction, transportation, or tolling industries preferred.
          • A combination of education and experience will be considered.
          • Experience collaborating with project managers and cross-functional teams to align schedules with project scopes, constraints, and timelines.Technical Skills:
            • Proficiency in Microsoft Project, including resource-loaded schedules, critical path analysis, resource leveling, baseline management, and reporting.
            • Strong skills in Microsoft Excel for data analysis, reporting, and schedule visualization.
            • Familiarity with Earned Value Management (EVM) principles and metrics (e.g., SPI, CPI, EV, ETC).
            • Understanding of Critical Path Method (CPM) scheduling techniques.
            • Experience using collaboration tools such as Microsoft Teams, SharePoint, or similar platforms.
            • Ability to create and improve scheduling templates, reports, and automated workflows.
            • Familiarity with project management/document control platforms is a plus.Behavioral Competencies:
              • Attention to Detail: Ensures accuracy and precision in schedules, reports, and resource data; identifies inconsistencies or risks before they impact project outcomes.
              • Collaboration & Teamwork: Builds strong, productive working relationships with project managers, engineers, resource managers, and other stakeholders to align on goals and resolve scheduling challenges.
              • Problem-Solving & Critical Thinking: Proactively identifies scheduling risks, variances, and bottlenecks; applies analytical skills to develop effective mitigation strategies and support decision-making.
              • Adaptability: Adjusts schedules and workflows in response to changing project scopes, priorities, or resource availability while maintaining focus and flexibility.
              • Accountability & Ownership: Takes responsibility for the quality, accuracy, and timeliness of scheduling deliverables, following through on commitments and ensuring project alignment.
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Keywords: UNAVAILABLE, Berkeley , Project Specialist, Other , San Francisco, California