Project Specialist

Position Summary

We are looking for an organized project specialist to set project goals and ensure that the project is completed according to schedule. The project specialist is also responsible for scheduling meetings, documenting project decisions and notes, and maintaining organized systems.

Essential Duties and Responsibilities

• Maintain correspondence with all engaged Hope Zone stakeholders, including updating name or address changes, mergers, or mailing attentions as necessary.


• Schedule project meetings and ensure all necessary parties are present, including workgroup and committee meetings for the Hope Zone.


• Document and organize meeting notes in detail.


• Monitor the budget allocated for incentives, ensuring cost-effectiveness and alignment with project goals.


• Assess the financial impact of incentives on stakeholder engagement and program participation.


• Coordinate and monitor training opportunities for internal staff, partners and community members


• Attend monthly workgroup meetings, resident leader meeting, Community Advisory Council, Quarterly Convenings, and other related events.


• Work with Hope Zone Project Team to lead and coordinate monthly planning meetings with resident leadership


• Use Salesforce to track attendance, participation, and engagement data across Hope Zone activities


• Support data collection for surveys, incentives, and reporting requirements


• Maintain organized records to support grant compliance and reporting


• Obtain proper information and/or data regarding invoice payments


• Copies, files, and retrieves materials for accounts receivable as needed.


• Relays changes of information to appropriate employees.


• Performs other related duties as assigned.

Minimum Qualifications (Knowledge, Skills, and Abilities)

• An understanding of clerical functions and responsibilities, experience preferred.


• Ability to organize and prioritize work and successfully facilitate multiple projects are necessary skills.


• Previous work and/or volunteer experience with community-based organizations, families and children, educators, and volunteers.


• Excellent networking, communication, and interpersonal skills.


• Cultural competency and sensitivity with groups and individuals representing a variety of needs, abilities, and socioeconomic backgrounds.


• Ability to respond flexibly to a fluid and evolving program environment.


• Strong time management, organizational skills, and attention to detail.


• Excellent computer skills, including data entry (Microsoft Office Word, Access, PowerPoint, and Excel; Google Office Suite).


• Ability to work collaboratively with partners, colleagues, and participants.

Physical Demands and Work Environment

Work is performed primarily in the Hope Zone (Northwest Dayton). Some local travel is required for meetings, community engagement, and required presentations. Longer distance travel may be required for necessary training. Normal office hours are 9am – 5pm, Monday through Friday. Some evening or weekend hours will be required.

This position requires successful completion of an employment screening BCI/ FBI background check.