Project Specialist II

Mass General Brigham (Enterprise Services)
United States, Massachusetts, Somerville
399 Revolution Drive (Show on map)
May 02, 2025
Responsible for managing and assisting with the implementation of new projects and initiatives. Assists leaders and stakeholders in all facets of project work, from discovery to implementation, including developing project plans, coordinating resources and timelines, tracking progress and risks, communicating with stakeholders, and ensuring quality control. Works on multiple team projects simultaneously and may serve as project manager for a medium-sized project or several portions of a larger project. Focuses on project management details, including identifying gaps and follow-up actions that maximize project outcomes. Produces project deliverables, such as reports, presentations, and user manuals. The Project Analyst will play a key role in supporting the ERP applications, governance, planning, and execution of Workday-related initiatives, including but not limited to: Project Support & Coordination Attend team and stakeholder meetings to take notes, track action items, and follow up on key deliverables. Collaborate with senior managers to develop, refine, and maintain project documentation, timelines, and status reports. Assist in the development and execution of Workday governance initiatives, ensuring proper documentation of processes and decision-making. Track and manage project deliverables, ensuring timely completion of tasks and proactive risk mitigation. Organize and facilitate cross-functional meetings, ensuring alignment on project objectives. Workflow & Governance Documentation Help define, document, and standardize business workflows related to Workday operations, governance, and compliance. Support the development of process maps, RACI charts, and governance frameworks to enhance clarity and accountability within the team. Assist in the creation and maintenance of a knowledge repository for team processes, best practices, and standard operating procedures (SOPs). Presentation & Communication Support Work closely with senior managers to develop presentations, reports, and executive summaries to communicate key initiatives and project progress. Assist in drafting communications for stakeholders, summarizing decisions, project updates, and governance policies. Develop user-friendly materials, such as tip sheets and FAQs, to enhance stakeholder understanding of governance structures and workflows. Stakeholder Engagement & Task Execution Coordinate with internal and external stakeholders to track and execute project initiatives within the Workday ecosystem. Follow up on outstanding tasks, ensuring alignment with broader project goals. Provide ad-hoc analytical and administrative support to drive operational excellence in the Workday governance program Continuous Improvement and Innovation: Identify opportunities for process optimization within the Workday program. Contribute to the development and implementation of continuous improvement strategies to enhance efficiency. Bachelor's Degree Related Field of Study required Experience in lieu of a degree can be reviewed for possible consideration Project management experience 2-3 years required Knowledge, Skills and Abilities - Knowledgeable of basic business administrative principles and project management best practices. - Exceptional verbal, written, and presentation skills. - Ability to work effectively both independently and as part of a team. - Competency in Microsoft applications including Word, Excel, and Outlook. - Ability to work on tight deadlines. - Knowledge of file management and other administrative procedures. Key Responsibilities: Governance Support and Coordination: Assist in the development, documentation, and maintenance of Workday governance policies, standards, and best practices. Support the facilitation of governance meetings, including scheduling, agenda preparation, and documentation of decisions and action items. Coordinate cross-functional collaboration between business, technical, and managed service teams to ensure adherence to governance standards. Track and monitor compliance with established Workday governance policies, identifying areas of risk and recommending corrective actions. Project Management and Analysis: Assist with project planning and execution for Workday-related initiatives, ensuring timelines, deliverables, and objectives are met. Gather and analyze project data to identify trends, risks, and performance metrics for reporting to leadership. Prepare status reports and dashboards for leadership, summarizing project progress, risks, and key decisions. Support the resolution of cross-team dependencies and issues through effective communication and follow-up. Training and Communications Support the development and execution of communication plans to ensure effective information sharing across platform teams. Assist in standardizing communication processes for new features and functionality, helping to ensure timely and clear updates for stakeholders. Help coordinate daily communications related to platform updates, new features, functionality, and training materials. Contribute to the creation and distribution of training materials, ensuring relevant stakeholders receive necessary information. Assist in drafting and delivering communications for new feature rollouts, maintaining consistency and clarity throughout the process. Support post-event reviews by gathering feedback and preparing summaries to improve future communication strategies. Assist in developing internal newsletters by compiling key updates, successes, and insights from platform teams. Work with leadership, application and technical teams, and business units to gather relevant information and support engagement efforts. Help coordinate training sessions related to data and analytics tools, platforms, and best practices. Assist in maintaining and updating training materials related to ERP solutions in collaboration with application and technical teams. Bottom of Form Continuous Improvement and Innovation: Identify opportunities for process optimization within the Workday governance framework. Contribute to the development and implementation of continuous improvement strategies to enhance governance efficiency. Working Conditions M-F Eastern Business hours required Onsite weekly Hybrid 1-3x weekly required Remote working days require stable, secure, quiet, compliant working area Mass General Brigham Incorporated is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.