Program Management Support Specialist at Highlands… · Birmingham

Summary of Responsibilities:

The Program Management Support Specialist supports the execution of strategic initiatives by providing project coordination, operational support, and direct project management for select initiatives. This role ensures projects are organized, effectively communicated, and aligned with organizational priorities. Additionally, the role provides administrative and operational support to the Executive Program Manager, optimizing time, priorities, and meeting effectiveness. The position drives consistency, accountability, and visibility across multiple projects.

Specific Duties and Responsibilities:

• Support intake, prioritization, and documentation of PMO projects and initiatives.
• Maintain project tracking systems, dashboards, and reporting tools.
• Coordinate project meetings, including agendas, notes, and follow-up action items.
• Track project timelines, milestones, risks, dependencies, and deliverables.
• Lead smaller-scale projects or defined workstreams.
• Develop and maintain project plans.
• Prepare executive-level reports, summaries, and presentations.
• Monitor project health and proactively address risks or delays.
• Support PMO processes, templates, and workflows.
• Facilitate cross-functional communication and alignment.
• Ensure project documentation is organized, accurate, and up to date.
• Provide calendar management support for the Executive Program Manager.
• Coordinate meetings, logistics, and materials.
• Prepare briefing materials and presentations.
• Track deadlines and deliverables.
• Support communications on behalf of leadership.
• Capture notes, track action items, and ensure follow-through.
  

Other Duties

• Participate in ministry at Church of the Highlands and Highlands College by leading small groups.
• Affirm and uphold the Statement of Faith and Core Values.

Leadership Requirements

• Demonstrates ownership and accountability.
• Leads through influence.
• Models professionalism and follow-through.
• Provides clarity and insights to leaders.
• Promotes collaboration and excellence.

Qualifications

Personal Characteristics

• Highly organized and detail oriented.
• Proactive, self-motivated, and solutions focused.
• Adaptable and able to navigate ambiguity.
• Strong relational skills.
• Committed to excellence, integrity, and stewardship.

Essential Traits

• Strong sense of ownership and initiative.
• High capacity for managing multiple priorities.
• Consistency and reliability.
• Ability to think critically and anticipate needs.
• High level of professionalism and discretion.

Abilities & Skills

• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to create executive-level reports and presentations.
• Skilled in project planning and execution.
• Ability to identify risks and implement solutions.
• Proficiency in tools (Asana, Monday, Smartsheet, Excel).
• Ability to facilitate meetings.
• Strong calendar and logistics management.

Knowledge

• Project management principles and best practices.
• PMO workflows and reporting standards.
• Organizational operations and cross-functional dynamics.
• Data tracking and performance metrics.

Education

• High School Diploma or equivalent required.
• Bachelor’s degree required.
• Preferred: Business Administration, Organizational Leadership, Project Management.

Experience

• 2–5 years of relevant experience.
• Experience supporting executives preferred.
• Experience in a PMO environment preferred.
• Experience managing multiple projects.
• Cross-functional team experience preferred.

Extent of Public Contact

Medium

Physical Demands

Minimal physical requirements.

Direct Reports

This position is not a team lead for any Highlands College teammates.