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Special Project Assistant information

What is a special project assistant?

Special Project Assistants are professionals who provide administrative and operational support for specific projects within an organization. Their duties often include coordinating tasks, managing schedules, preparing reports, and assisting project managers to ensure projects run smoothly. They may also help with data collection, communication between team members, and organizing meetings. Special Project Assistants play a vital role in ensuring projects are completed on time and within budget.

How does a special project assistant typically collaborate with multiple departments during a project?

Special Project Assistants often serve as a key liaison between various departments, facilitating communication and ensuring that project objectives are clearly understood by all stakeholders. They may coordinate meetings, consolidate feedback, and manage documentation to keep everyone aligned and on schedule. This cross-functional collaboration helps streamline workflows and enables the successful completion of complex projects within deadlines. Being adaptable and proactive in addressing potential bottlenecks is essential for success in this role.

What are the key skills and qualifications needed to thrive as a special project assistant, and why are they important?

To thrive as a Special Project Assistant, you need strong organizational skills, attention to detail, and proficiency in project coordination, often supported by a relevant degree or administrative experience. Familiarity with project management software (like Asana or Trello), Microsoft Office Suite, and sometimes basic data analysis tools is typically expected. Exceptional communication, adaptability, and problem-solving abilities help you navigate changing priorities and collaborate effectively across teams. These skills are crucial for ensuring that projects are executed smoothly, deadlines are met, and stakeholders remain informed and engaged.

What is the difference between Special Project Assistant vs Project Coordinator?

AspectSpecial Project AssistantProject Coordinator
Required CredentialsTypically requires a bachelor's degree, relevant experience, and sometimes certifications in project management or related fieldsUsually requires a bachelor's degree; certifications like CAPM or PMP are a plus
Work EnvironmentSupports specific projects, often in administrative, research, or operational roles within organizationsManages project timelines, resources, and communication across teams in various industries
Employer & Industry UsageUsed in government, non-profits, and corporate sectors for supporting special initiativesCommon across industries for overseeing project execution and coordination

The Special Project Assistant focuses on supporting specific projects with administrative and operational tasks, often under direct supervision. In contrast, the Project Coordinator manages project timelines, resources, and team communication to ensure project success. While both roles require organizational skills and relevant credentials, the Special Project Assistant typically provides more specialized support for particular initiatives.

How much is a special project assistant paid?

The salary for a special project assistant typically ranges from $40,000 to $70,000 annually, depending on experience, location, and industry. Entry-level positions may start lower, while those with specialized skills or certifications can earn higher wages.

What are the most commonly searched types of Special Project jobs in Missouri?

The most popular types of Special Project jobs in Missouri are:

What cities in Missouri are hiring for Special Project Assistant jobs?

Cities in Missouri with the most Special Project Assistant job openings:

Special Project Assistant jobs near you

Digitization Project Manager / Site Lead

Kansas City, MO

Wisconsin Land and Water | Jobs
See more jobs at Wisconsin Land and Water | Jobsexternal

Full-time

Posted 6 days ago

Job description

Digitization Project Manager / Site Lead The Digitization Project Manager / Site Lead is the single Key Personnel position on this contract. This individual serves as the on-site leader for all contractor staff performing document preparation, digitization, quality control, and reassembly services in support of the Bureau of Trust Funds Administration (BTFA) Digital Center of Excellence (DCE). The PM works side-by-side with the Government DCE Supervisor to balance day-to-day production with special project surge requirements while ensuring strict compliance with NARA, DOI, and BTFA records management policies.

This position is mapped to the BSS IDIQ Pool 4 Senior Executive Assistant labor category and provides the full range of proactive administrative and executive support required by that category while fulfilling the operational leadership duties defined in the AIRR Digitization Statement of Work.

The Contractor shall perform all tasks at the AIRR facility located at 17501 West 98th, Lenexa, KS 66219
and other BIA, BIE, and BTFA sites as necessary.

Essential Duties and Responsibilities

  • Serve as the single point of contact and on-site supervisor for all contractor personnel.
  • Manage daily staffing assignments across Document Preparation, Digitization, Quality Control, and Reassembly Management functions.
  • Coordinate directly with the Government DCE Supervisor to prioritize special project workload versus routine operations.
  • Ensure all work is performed in accordance with Government-furnished Standard Operating Procedures (SOPs), including:
    • Reassembly Procedure
    • Box Prep Guide
    • Quality Control Procedure and Policy
  • Monitor and report staff attendance, hours, onboarding/outboarding status, and performance metrics.
  • Act as liaison between contractor staff and Government leadership (DCE Supervisor and COR).
  • Work directly with the Government DCE Supervisor to balance routine operations with special project surge requirements.
  • Organize and coordinate all internal and external program coordination, reporting, and outreach efforts.
  • Prepare and submit the Weekly Status Report every Friday by 4:30 p.m. CT.
  • Enforce facility rules (no food/drink near records, metal detector screening, physical safety protocols).
  • Oversee physical workflow, including box movement (lifting up to 50 lb boxes above head), barcode scanning, pallet jack operation, and movement of carts containing approximately 20 boxes.

Minimum Qualifications

  • Five (5) years of relevant experience.
  • Bachelor's Degree or equivalent experience.
  • Demonstrated experience in Document Preparation, Quality Control, and Reassembly Management of paper records.
  • Working knowledge of National Archives and Records Administration (NARA) records guidelines and best practices.
  • Excellent verbal and written communication skills.
  • Ability to obtain and maintain a Moderate Risk Public Trust adjudication and a Federal PIV card.
  • Physical ability to perform or oversee the physical demands of the AIRR environment (lifting, standing, walking, operating material-handling equipment).
  • U.S. citizenship required.

Preferred Qualifications

  • Prior experience supporting Federal records centers, NARA facilities, or large-scale digitization programs.
  • Experience managing teams of 20+ personnel in a production or warehouse-style environment.
  • Familiarity with Versatile or similar records indexing databases.
  • Previous work under DOI, BIA, or BTFA contracts.

Physical & Environmental Requirements

  • Work is performed primarily in a subterranean records repository.
  • Frequent standing, walking, bending, and lifting of boxes weighing up to 50 pounds above head height.
  • Operation of manual and/or electric pallet jacks.
  • No personal mobile devices or Wi-Fi access inside the facility.
  • Must pass daily security screening (metal detector).
  • Schedule: Full-time, Monday–Friday, 8:00 a.m. – 4:30 p.m. Central Time (Facility opens at 7:30 a.m. for security screening)
  • Clearance / Suitability: Moderate Risk Public Trust adjudication required. Federal PIV card required (sponsored by the Government COR after award).

Compensation

  • Compensation for this role is competitive and will be determined based on the selected candidate's experience and qualifications.

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