Project Specialist

Job Summary

The Project Specialist is responsible for the administration of calendars, logistics and communications (including meeting minutes) for the President & CEO and the Chief Operating Officer (COO), Naperville Heritage Society Board of Directors, and Naper Settlement Museum Board. In addition, this position will work on special projects, presentations, and committees to further the initiatives of the institution.

 Job Scope

The Project Specialist serves as recording secretary to the Naperville Heritage Society Board of Directors and Naper Settlement Museum Board, and includes coordination and logistics required for its meetings and producing the official meeting minutes. Various duties include calendar and meeting coordination, creating and updating written communications and presentation. Works to ensure project deliverables are completed on time and within budget and breaks projects into tasks, create workflows, and provide documentation to internal teams and stakeholders.

Principal Duties and Responsibilities

1.       FORMULATES procedures for systematic retention, protection, retrieval, transfer and disposal of department files and records both electronically and hard copy. PREPARES written communications such as emails, documents, forms and various reports both electronically and hard copy.  COMPOSES routine correspondence and other forms of communication, as needed or directed to support fundraising initiatives, donor relations and executive office operations.

2.       ASSISTS the President & CEO, COO and NHS Board Chair with PREPARATION of the Naperville Heritage Society board packet and posts the completed packet, with attachments, on the Naper Settlement website. (or…”and distributes the completed packet with attachments in timely manner preceding board meetings.)”

3.       COMPILES the Naper Settlement Museum Board (NSMB) packet with final approval by the President & CEO, COO, and sends to the City of Naperville in a timely manner for posting.

4.       COORDINATES details for and ATTENDS the Naperville Heritage Society Board meetings and Naper Settlement Museum Board meetings, PREPARES minutes and KEEPS records of the proceedings. 

5.       MANAGES administrative support functions including establishing priorities of current and anticipated workload and organizing and conducting assignments according to deadlines.

 6.       MAINTAINS strict confidentiality of private and sensitive information and documents, including that pertaining to donors, members, board members and museum business.

7.       WORKS closely and effectively with the COO and leadership team to keep him/her well informed for upcoming commitments and responsibilities and follows up appropriately.

8.       CREATE project schedules, maintain project budgets, schedule meetings, record important decisions, prepare progress reports and ensure team members meet deadlines.

9.       DEFINE and TRACK key performance indicators (KPIs) for project success. Report on project status, risks, and issues and create presentations to leadership as required.

10.   Performs other duties as necessary to meet organizational objectives and special project assignments.

The above noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the staff member a general sense of the responsibilities and expectations of his/her position. As the nature of business demands change so, too, may the essential functions of this position.

 Skills, Knowledge and Responsibilities

 Experienced in office practices, processes and Microsoft Office computer software programs and Blackbaud programs.  Knowledge of assigned departmental policies and procedures.  Ability to deal with a wide variety of people and handle multiple projects independently with defined deadlines. Excellent demonstrated written and verbal communication skills with ability to maintain highly confidential information in a responsible manner.  Eagerness to take responsibility for and contribute to advancement fundraising goals. Ability to meet and deal with the public in a pleasant and courteous manner.  Collaborative and resourceful, with excellent ability to establish and maintain effective working relationships with coworkers and volunteers in a team environment. Ability to read, understand and apply rules, regulations, ordinances and laws as necessary.

Essential Functions

1.      Ability to operate office equipment in order to send and receive information with necessary optical, auditory, and manual dexterity.

2.      Ability to analyze, compute and audit information.

3.      Ability to walk, sit, or stand for an hour or more at a time.

4.      Ability to operate or observe office equipment for an hour or more at a time.

5.      Ability to distinguish colors.

6.      Ability to use a keyboard to enter, retrieve or transfer words or data.

7.      Ability to closely examine computer screen or written reports.

8.      Ability to read, comprehend and speak English and can demonstrate twelfth grade reading skills.

9.       Ability to analyze and resolve problems in a logical and effective manner. Ability to conduct research on donors, corporations, foundations and granting agencies.

10.   Ability to work independently with minimum supervision and can multi-task while meeting deadlines.

Minimum Education, Experience and Certification Requirements

 College degree required, with supplemental related college coursework preferred.  Three to five years of experience in a related field required.  Any equivalent combination of training and experience which demonstrates the knowledge, skills and ability to perform the above described duties will be considered.

 

Experience History at Naper Settlement
Naper Settlement is an outdoor history museum featuring 13 acres of learning and interactive opportunities for all ages. Located in downtown Naperville, Naper Settlement is just steps away from dining, shopping, and the Riverwalk. Visitors are immersed in history as they learn about the past and how it relates to the present, from pioneer times to today. Highlights include special events and programs and activities year-round, both on- and off-site.
Our Mission: Naper Settlement creates community by connecting visitors to Naperville’s history through engaging, unique experiences.
Our Vision: As a reflection of Naperville’s history, the vision of Naper Settlement is to be a vibrant site that fosters visitor, community, and business conversations and enriching, engaging educational opportunities.
Our Values: Naper Settlement values education, preservation, quality visitor experiences, and community and public trust.