Project Specialist, Future Ready Facilities Plan

JOB DESCRIPTION SUMMARY

This is a project-based, 24-month, temporary role designed to support the district school reconfiguration, with an expected completion date of June 30, 2028. Given the complexity and evolving nature of district reconfiguration, the essential job functions listed below are representative of the duties required; this list is not all-inclusive and may be adjusted to meet the needs of the project.

The Project Specialist of Future Ready Facilities Plan is directly supervised by the Superintendent and supports the planning, coordination, and implementation of districtwide school reconfiguration efforts, including school closures, consolidations, and grade reconfigurations. This position supports cross-departmental collaboration by coordinating information sharing, maintaining project documentation, and following up on assigned activities in support of the district’s strategic plan and its commitment to transparency, equity, and care for impacted students, families, staff, and stakeholders. The Specialist will maintain project timelines and tracking tools, assist with stakeholder engagement activities, track action items, and prepare updates for district and school leaders throughout the transition process.

WORK MONTHS

12 months

This is a project-based, 24-month, temporary role designed to support the district school reconfiguration, with an expected completion date of June 30, 2028. Given the complexity and evolving nature of district reconfiguration, the essential job functions listed below are representative of the duties required; this list is not all-inclusive and may be adjusted to meet the needs of the project.

ESSENTIAL FUNCTIONS

• Support the planning, coordination, and implementation of districtwide reconfiguration initiatives, including school closures, consolidations, and grade-level reconfigurations, by carrying out assigned project activities under the direction of district leadership.
• Maintain and update implementation timelines, milestones, and deliverable trackers based on priorities established by district leadership and information provided by participating departments.
• Coordinate information sharing, scheduling, and follow-up among Communications, Curriculum & Instruction, Equity, Finance/Budget, Human Resources, Plant Operations, Professional Learning, Program for Students with Exceptionalities, School Performance, Student Support Services, Transportation, and other participating divisions and departments.
• Monitor assigned project activities against established timelines and deliverables, and notify project leadership of potential delays, scope concerns, or resource needs.
• Assist designated district leaders and the Communications team with coordination involving external consultants, contractors, and community partners by organizing meetings and materials, routing requests, and tracking follow-up items.
• Compile departmental progress updates, track key milestones, flag potential risks for project leadership, and prepare draft status reports and presentation materials for leadership review and use with the District’s Executive Leadership Cabinet and Board of Directors.
• Assist with the preparation and distribution of approved communication materials and the coordination of engagement activities for staff, families, and community members throughout the transition.
• Gather, organize, and maintain information related to potential impacts on staffing, enrollment, facilities, and academic programming to support district leadership’s review and response.
• Coordinate project meetings, prepare agendas and materials, document decisions and assigned action items, and follow up on deadlines, bringing outstanding items to the attention of project leadership.
• Incorporate district-established equity and engagement practices into assigned project activities and bring potential barriers or concerns affecting students, families, staff, and other stakeholders to the attention of project leadership.
• Identify and recommend improvements to project tracking, documentation, information sharing, and follow-up processes.
• Perform other relevant duties as assigned by the supervisor in support of the department’s or school’s goals and objectives, the District’s mission, and the Superintendent’s Priority Goals.

EDUCATION REQUIRED

• Bachelor’s degree in Business Administration, Public Policy, Organizational Management, Project Management, or a related field required.
• A combination of relevant experience and/or education may be considered in lieu of a specific degree or experience rating.

YEARS OF EXPERIENCE

• Minimum of three years of relevant experience in project coordination, educational operations, program implementation, or related work.
• Experience in a K–12 public school district or public-sector organization preferred.

KNOWLEDGE, SKILLS, & ABILITIES

• Knowledge of K–12 district operations, school configuration processes, staffing structures, and public education systems preferred.
• Ability to support projects involving multiple departments and stakeholders through task tracking, information sharing, and timely follow-up.
• Strong organizational and analytical skills, including the ability to compile, review, and summarize project information and data accurately.
• Ability to manage competing assignments and deadlines and recognize issues requiring supervisory guidance.
• Strong written, verbal, and interpersonal skills, including the ability to prepare clear project updates, meeting notes, and presentation materials and communicate effectively with district staff and stakeholders.
• Proficiency with Microsoft Office applications and project management and data tracking tools.
• Familiarity with project coordination, change management principles, and organizational transition processes preferred.
• Ability to handle sensitive information with discretion, communicate diplomatically, and recognize issues requiring referral to district leadership.
• Commitment to operational excellence, collaboration, and continuous improvement.
• Ability to work independently on assigned responsibilities, exercise sound judgment, and adapt to shifting priorities and deadlines.
• Enthusiasm for the fundamental goal of advancing student achievement in an urban public school district.
• Value, demonstrate, and promote diversity, equity, and inclusion.

WORKING CONDITIONS & PHYSICAL REQUIREMENTS

The working conditions and physical requirements described here are representative of, but not limited to, those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made. 

• Office environment with frequent meetings across district schools, department offices, sites, and community partners.
• Occasional evening or weekend hours required to support community engagement sessions or Board meetings.
• Travel within the District required to visit schools, facilities, and offices.
• Work involves extended periods of sitting, standing, or walking and regular use of computers and other office technology.

APPLICANT ELIGIBILE CRITERIA

N/A

CITY OF PITTSBURGH RESIDENCY REQUIREMENT

This position does not require a residency requirement.