What Does a Project Management Specialist Do? Job Roles & Responsibilities for 2025

by Imed Bouchrika, Phd

Co-Founder and Chief Data Scientist

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For students and professionals exploring careers in project management, one question often stands in the way: What exactly does a project management specialist do? With job titles varying across industries and responsibilities overlapping with those of project managers, it’s easy to get confused about where this role fits and whether it aligns with your skills and goals.

In today’s fast-paced business landscape, demand for project support roles is rising fast—over 70,000 new project management-related openings are expected each year through 2032. This article breaks down what a project management specialist does for 2025, the skills and qualifications they need, and how they support project success across industries. Prepared by career planning experts, it’s designed to help readers gain clarity on the role and make confident informed decisions about their future.

Key Things You Should Know About Project Management Specialists

• Employers in 2025 prioritize candidates with a combination of project management certifications, tool proficiency, and strong communication skills to handle complex, cross-functional projects.
• Professional certifications such as PMP and ScrumMaster significantly enhance job prospects, salary potential, and career mobility across various industries.
• With 77,000 annual openings projected through 2033, the field offers strong growth, diverse advancement paths, and increasing demand for agile, tech-savvy professionals.

Table of Contents

1. What does a project management specialist do day-to-day?
2. What skills and qualifications are needed to become a project management specialist?
3. What industries hire project management specialists the most?
4. How do project management certifications impact your career?
5. What is the job outlook for project management specialists for 2025?
6. What are the career paths and advancement opportunities for project management specialists?
7. What is the difference between a project coordinator, specialist, and manager?
8. How much do project management specialists make for 2025?
9. What strategies can project management specialists use to maximize project success?
10. What are the biggest challenges project management specialists face?
11. How can students and career changers prepare for a project management specialist role?
12. What emerging trends are reshaping the role of project management specialists?
13. How can advanced education enhance a project management specialist’s career trajectory?
14. How can effective stakeholder management boost project success?
15. Other Things You Should Know About Becoming a Project Management Specialist

What does a project management specialist do day-to-day?

A project management specialist plays a vital role in making sure that projects are delivered on time, within scope, and according to quality standards. While they may not be the primary decision-makers like project managers, they are deeply involved in coordinating logistics, managing documentation, and supporting all phases of the project lifecycle.

Here’s what a typical day looks like for project management specialists:

• Morning task reviews and scheduling. Most project management specialists begin their day by reviewing task assignments, timelines, and progress updates in project management software such as Microsoft Project, Asana, or Jira. They check in on deadlines and identify potential bottlenecks early.
• Tool management and data entry. They are responsible for updating dashboards, maintaining documentation, logging changes to the project scope, and ensuring that records are accurate and accessible to stakeholders.
• Team communication and collaboration. Specialists often participate in daily stand-ups, sprint planning meetings, and check-ins with cross-functional teams. They serve as the communication link between departments and help ensure alignment on deliverables and expectations.
• Reporting and metric tracking. They generate and review reports that track key performance indicators (KPIs), such as schedule performance, cost variance, and resource utilization. These reports help project managers and stakeholders make data-driven decisions.
• Issue tracking and resolution support. Project management specialists are often the first to identify risks or issues and suggest mitigation strategies. They help adjust schedules, reassign tasks, or escalate concerns as needed to keep the project on track.

What skills and qualifications are needed to become a project management specialist?

Becoming a project management specialist requires a strong mix of technical, analytical, and interpersonal skills, along with relevant education and credentials. In 2025, employers are looking for candidates who can navigate complex workflows, use advanced project management tools, and collaborate effectively across departments.

Here’s a breakdown of the key skills and qualifications expected:

Educational Background

Most project management specialists hold at least a bachelor’s degree, typically in business administration, project management, information technology, engineering, or a related field. Some roles, especially in technical or regulated industries, may prefer or require a master’s degree.

Professional Certifications

Certifications demonstrate expertise and are often required or strongly preferred. The most recognized project management credentials include:

• PMP (Project Management Professional) – offered by Project Management Institute (PMI), widely recognized globally
• CAPM (Certified Associate in Project Management) – entry-level certification by PMI
• Certified ScrumMaster (CSM) – relevant for agile project environments
• PRINCE2 Foundation/Practitioner – popular internationally

Technical and Analytical Skills

Project management specialists need to be proficient in using digital project management platforms and tools such as:

• Microsoft Project
• Jira
• Asana
• Trello
• Smartsheet

They should also understand how to track KPIs, build Gantt charts, manage budgets, and generate reports.

Communication and Leadership Skills

Strong verbal and written communication skills are essential for coordinating across teams, documenting progress, and supporting the project manager. Specialists must be organized, detail-oriented, and capable of handling multiple priorities simultaneously.

What industries hire project management specialists the most?

Project management specialists are in demand across a wide range of industries, but some sectors hire them more frequently due to the nature of their work. Here are the top industries that consistently hire project management specialists:

Construction

The construction industry heavily relies on project managers to coordinate large-scale projects involving multiple stakeholders, tight budgets, and strict timelines. Many aspiring professionals pursue the cheapest online construction management degree to gain the skills needed for these roles. These professionals oversee everything from planning and permitting to on-site execution and safety compliance, ensuring projects stay on track and within budget.

Information Technology (IT)

In the fast-paced world of IT, project managers are essential for leading software development, managing system implementations, and ensuring cybersecurity upgrades run smoothly. They often work with Agile or Scrum methodologies to guide cross-functional teams through complex technical projects.

Healthcare

Healthcare organizations depend on project managers to lead initiatives like electronic health record (EHR) rollouts, facility expansions, and regulatory compliance efforts. These roles require strong coordination skills and an understanding of both clinical workflows and health IT systems.

Finance and Insurance

Project managers in finance and insurance help guide initiatives such as digital banking upgrades, risk management systems, and compliance with changing regulations. They are crucial for balancing innovation with regulatory demands in a highly controlled environment.

Manufacturing

Manufacturing firms employ project managers to streamline production processes, manage new product launches, and oversee supply chain projects. These specialists ensure that production goals are met efficiently while maintaining quality and safety standards.

How do project management certifications impact your career?

Project management certifications can significantly boost your career by validating your skills, increasing your earning potential, and expanding your professional opportunities. Here's how they make an impact:

Increased Credibility and Recognition

Certifications like PMP (Project Management Professional), PRINCE2, or Certified ScrumMaster show employers that you have the knowledge and commitment to manage projects effectively.

Higher Earning Potential

Certified project managers often earn more than their non-certified peers. For example, PMP-certified professionals earn up to 20% more on average, according to PMI's salary survey.

Better Job Opportunities

Many companies list certification as a requirement or a strong preference for project management roles. Being certified can open doors to more advanced positions and higher-level projects.

Improved Skills and Knowledge

Certification programs deepen your understanding of best practices in project management, methodologies, and tools that improve project delivery and efficiency.

Networking Opportunities

Joining professional organizations like PMI gives you access to a global community of project managers, which can lead to mentorship, job opportunities, and partnerships.

Career Flexibility and Growth

With a recognized certification, you can transition more easily between industries—tech, construction, healthcare, and more all value skilled project managers.

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What is the job outlook for project management specialists for 2025?

 According to the U.S. Bureau of Labor Statistics (BLS), employment for project management specialists is projected to grow by 7% from 2023 to 2033, faster than the average for all occupations. There are expected to be about 77,000 job openings each year, largely due to retirements and transitions to other roles. Whether you're transitioning from another field or expanding your qualifications—such as adding a library science degree online to broaden your expertise—project management offers a wide range of opportunities.

Key Industries Hiring:

• Information Technology
• Finance and Insurance
• Construction
• Manufacturing
• Healthcare

Median Annual Salary (2023):

• Overall: $98,580
• Finance and Insurance: $107,070
• Construction: $91,940

Regional Considerations: While demand exists nationwide, salaries and job density can vary by location. States with higher cost of living often offer higher wages, while rural or southern regions may offer lower compensation on average.

Skills in Demand:

• Agile and Scrum methodologies
• Budget and risk management
• Communication and leadership
• AI-assisted project planning
• Remote team coordination

The career outlook for project management professionals for 2025 is strong. Companies across sectors are increasingly relying on certified, skilled project managers to lead complex, cross-functional projects efficiently. Gaining certifications like PMP or Agile can enhance job prospects and salary potential significantly.

What are the career paths and advancement opportunities for project management specialists?

Project management offers a variety of career paths and advancement opportunities, especially for professionals who gain experience and pursue certifications. For those with a background in fields like business, leadership, or even an online PhD industrial organizational psychology, project management can be a strategic avenue for applying their expertise in workplace behavior and team dynamics. Here's a breakdown of how a career in project management can progress:

Entry-Level Roles

These roles are ideal for those just starting out or transitioning into project management:

• Project Coordinator
• Project Assistant
• Junior Project Manager
• Team Lead (non-project management title, but project-based work)

Focus: Supporting project planning, scheduling, communication, and documentation.

Mid-Level Roles

After a few years of experience and often a certification (e.g., PMP, CAPM), professionals can move into mid-level positions:

• Project Manager
• Scrum Master (in Agile environments)
• Program Coordinator
• Operations Project Manager

Focus: Leading projects, managing budgets, timelines, teams, and stakeholder communication.

Senior-Level Roles

With significant experience and demonstrated leadership, project managers can advance to:

• Senior Project Manager
• Program Manager (overseeing multiple related projects)
• Portfolio Manager (managing a group of projects and programs)
• Agile Coach or Product Owner (especially in software and tech)

Focus: Strategic planning, managing teams of project managers, aligning projects with business goals.

Executive and Specialized Paths

Experienced professionals may transition into executive or niche roles, such as:

• Director of Project Management Office (PMO)
• Chief Operating Officer (COO)
• VP of Operations
• Change Management Specialist
• Consultant or Contractor
• Trainer or Instructor (for certifications like PMP or Agile)

Focus: Organization-wide strategy, mentoring, policy development, and enterprise-level execution.

What is the difference between a project coordinator, specialist, and manager?

Here’s a breakdown of the key differences between a project coordinator, project specialist, and project manager across several core areas:

Level of Responsibility

Project coordinators typically hold entry-level responsibilities and work under the supervision of a project manager. Their role centers on supporting the project team by handling logistics and ensuring smooth day-to-day operations.

In contrast, project specialists take on more targeted responsibilities, focusing on specific project components or domains such as data analysis, compliance, or quality control. They have more autonomy than coordinators and may even lead parts of a project.

Project managers hold the highest level of responsibility among the three, overseeing the full scope of the project from planning through delivery, managing teams, stakeholders, budgets, and timelines. For those with a human services degree, moving into project management roles can be a great way to apply their skills in organization, communication, and client-focused outcomes across nonprofit, healthcare, or social service projects.

Focus of Work

The primary focus of a project coordinator is administrative and organizational. They ensure meetings are scheduled, documents are up to date, and communications between team members flow efficiently.

Project specialists focus on their area of expertise, applying technical knowledge or insights to help the team solve specific problems or meet specialized project requirements. Meanwhile, project managers concentrate on big-picture strategy and execution. They define the project's scope, align team efforts with organizational goals, and ensure deliverables meet quality standards.

Authority and Autonomy

Project coordinators typically have limited authority and rely on direction from managers or team leads. Their autonomy is low, and their contributions are mainly operational. Project specialists operate with more independence, especially when it comes to their specific domain, and may advise or influence decisions in their area.

Project managers have the highest level of authority among the three—they are expected to make strategic decisions, solve complex problems, and adapt project plans to stay on track amid changing conditions.

Required Experience

The role of project coordinators is often ideal for individuals starting their careers, typically requiring 0–2 years of experience and strong organizational skills. Project specialists usually need more experience—about 2–5 years—and often come with technical or subject-matter expertise.

Certifications may be helpful or even required depending on the role. Project managers, on the other hand, are expected to have several years of experience in leading teams or projects, often supported by formal project management credentials such as the PMP or PRINCE2.

Career Path

Project coordinators frequently use their role as a launching pad into higher project-related positions, progressing into specialist or manager roles as they gain experience. Project specialists can choose to specialize further, transition into full project management, or pursue roles like business analyst or program manager.

Project managers often advance to senior or executive-level positions such as Senior Project Manager, Program Manager, Portfolio Manager, or even roles like Director of Project Management or COO, depending on the organization.

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How much do project management specialists make for 2025?

Project management specialists in the U.S. earn varying salaries based on experience and location. The average salary is approximately $80,296 to $141,435 annually. The median salary for this role is around $98,580, according to the U.S. Bureau of Labor Statistics.

Salary Range by Percentile

The salary range for project management specialists varies significantly. Those in the 25th percentile earn around $66,000 annually, while those in the 75th percentile make about $106,000. Top earners in the 90th percentile can earn as much as $136,000 or more.

Industry Variations

Salaries for project management specialists differ across industries. For example, those working in finance and insurance can earn a median wage of $107,070, while professionals in construction typically make around $91,940. Industries like professional services and manufacturing fall in between with salaries of approximately $103,610 and $100,990, respectively.

Geographic Considerations

Location plays a significant role in salary differences. Project management specialists in cities with high living costs, such as San Mateo and Berkeley, CA, typically earn higher salaries than the national average.

Factors Influencing Salary

Several factors impact salaries for project management specialists, including experience level, certifications like PMP, industry, location, and the size of the company. Experienced professionals with certifications in high-paying industries, such as finance or tech, can expect higher wages, especially in urban areas with higher costs of living.

What strategies can project management specialists use to maximize project success?

Project management specialists can boost project outcomes by applying a combination of strategic planning and agile adaptation. Emphasizing data-driven decision-making and proactive risk management helps identify potential setbacks before they escalate. Maintaining clear, consistent communication with stakeholders ensures that changes in scope or priorities are managed effectively. Strengthening soft skills—such as negotiation, conflict resolution, and time management—is crucial for navigating complex team dynamics. Moreover, leveraging targeted educational resources, including an affordable online English degree, can enhance communication efficiency and cross-functional collaboration in diverse project environments.

What are the biggest challenges project management specialists face?

Project management specialists face several challenges that require both technical expertise and strong organizational skills. The following are some of the key hurdles they must navigate:

• Managing Scope: Uncontrolled changes or additions to the project scope can lead to delays, budget overruns, and misalignment with initial goals.
• Balancing Multiple Priorities: Juggling various tasks and deadlines while ensuring each component of the project is progressing smoothly.
• Resource Allocation: Ensuring the right resources (human, financial, technical) are available and used efficiently throughout the project.
• Communication and Stakeholder Management: Maintaining clear and consistent communication with stakeholders and team members to align everyone on project goals.
• Managing Project Risks: Addressing unforeseen challenges, budget issues, or regulatory changes that could impact the project’s success.

These challenges require a strong blend of organizational skills, problem-solving ability, and adaptability.

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How can students and career changers prepare for a project management specialist role?

Preparing for a project management specialist role involves developing a combination of education, experience, and skills. Here are some key steps that students and career changers can take:

Pursue Relevant Education

Students can start by pursuing a degree in fields such as business administration, management, or engineering, which provide a solid foundation for project management. Interestingly, those coming from fields like psychology—especially graduates from the best psychology PhD programs—can also thrive in project management by leveraging their understanding of human behavior, decision-making, and team dynamics. Career changers may benefit from specialized programs or certifications in project management if they already have a background in another field.

Obtain Project Management Certifications

Certifications such as the Project Management Professional (PMP), Certified Associate in Project Management (CAPM), or PRINCE2 provide credibility and demonstrate a commitment to the field. These certifications can be particularly beneficial for those looking to transition into project management from other career paths.

Gain Practical Experience

Whether through internships, volunteer work, or part-time roles, gaining hands-on experience in managing projects or assisting with project-related tasks is essential. Career changers can look for opportunities in their current job or field that involve project coordination to build relevant experience.

Develop Soft Skills

Effective communication, problem-solving, and time management are critical for project management specialists. Building these skills through practice, workshops, or even soft skills training can be a key factor in success in the role.

Learn Project Management Tools

Familiarity with project management software (e.g., Microsoft Project, Asana, Trello) is increasingly important. Students and career changers can self-learn or take courses to become proficient in these tools to streamline project workflows. Network with Professionals: Joining professional organizations like the Project Management Institute (PMI) or attending industry networking events can help students and career changers learn from experts, stay updated on trends, and find mentorship opportunities.

By combining education, certifications, practical experience, and skill development, students and career changers can effectively prepare for a successful career as a project management specialist.

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What emerging trends are reshaping the role of project management specialists?

Project management specialists must now navigate an evolving landscape defined by rapid technological advancements and changing workplace dynamics. Integration of artificial intelligence and machine learning, for example, has led to smarter project tracking and predictive analytics, enhancing decision-making processes. Additionally, the adoption of collaborative digital platforms is transforming remote teamwork and ensuring seamless communication across global teams. Professionals are encouraged to embrace these tools and continuously update their skills to remain competitive. For those seeking deeper strategic insights into leading through change, pursuing a doctorate degree in organizational leadership may offer a significant edge.

How can advanced education enhance a project management specialist’s career trajectory?

Advanced education can provide project management specialists with a broader strategic perspective and refined leadership capabilities that are crucial for overseeing complex initiatives. Focusing on critical thinking, organizational behavior, and transformational leadership, advanced programs empower professionals to drive change and improve project outcomes. Additionally, such education often opens doors to higher-level roles and can justify competitive salary advances, positioning specialists as invaluable strategic partners in their organizations. For those seeking cost-effective options, explore low cost EdD programs to further elevate your career.

How can effective stakeholder management boost project success?

Stakeholder management is a core competency that enables project management specialists to align diverse interests and secure ongoing commitment throughout the project lifecycle. By establishing structured communication channels, developing clear escalation protocols, and conducting regular feedback sessions, specialists can mitigate risks and ensure that stakeholder expectations are consistently met. Leveraging proven methodologies—such as stakeholder mapping and targeted engagement strategies—supports informed decision-making and enhances overall project outcomes. Advanced academic programs, including 2 year Ed.D programs online, further equip professionals with the analytical and interpersonal skills necessary to master stakeholder dynamics.

Here’s What Graduates Have to Say about Becoming a Project Management Specialist

After transitioning into project management, I found myself leading cross-functional teams and bringing real change to every project. My work directly impacts outcomes and keeps things running smoothly. — Aaliyah

Becoming a project management specialist helped me land a promotion within six months, and I finally feel confident organizing complex tasks and team goals. There’s a real sense of pride in hitting every deadline and watching plans come to life. — Mateo

I used to feel stuck in my career, but project management opened doors I didn’t even know existed. Now I get to work with diverse teams and bring structure to chaos every day. — Yuki

Key Findings

• New Jersey is the top-paying state for project management specialists with an annual mean wage of $136,990.
• The highest paying project management specialist job is Technical Project Manager, with an average annual salary over $110,000.
• The professional, scientific, and technical services sector employs the largest share of project management specialists at nearly 30%.
• 82% of project management specialists hold a PMP (Project Management Professional) certification.
• Employment of project management specialists is projected to grow 7% from 2023 to 2033.

Other Things You Should Know About Becoming a Project Management Specialist

What is the difference between a project manager and a project specialist?

A project manager oversees the entire project lifecycle, while a project specialist focuses on specific tasks or areas within the project. Project managers are responsible for planning, executing, and closing projects, as well as managing teams and resources. Project specialists, on the other hand, support the project manager by handling specialized functions like scheduling, budgeting, or reporting. 

What is the role of a project specialist?

A project specialist supports the successful delivery of projects by managing specific tasks such as data analysis, documentation, scheduling, and reporting. They often work closely with project managers and team members to ensure that milestones are met and project goals stay on track.

What are the 5 basic functions of project management?

The five basic functions of project management are initiating, planning, executing, monitoring and controlling, and closing. These functions guide a project from start to finish, ensuring it meets its objectives. Initiating defines the project, planning outlines the roadmap, executing puts the plan into action, monitoring tracks progress and adjusts as needed, and closing finalizes all activities. Together, they provide a structured approach to managing time, resources, and deliverables effectively.

Can I be a PM without a degree?

Yes, you can become a project manager without a degree. Many employers value hands-on experience, certifications like PMP or CAPM, and strong leadership and organizational skills over formal education. Building a track record of successful projects, even in informal roles, can help you move into a formal project management position. Continuous learning and networking also play a big role in career growth within this field.

References:

• Project Management Institute. (2024). PMP certification salary. Certification Academy. https://certificationacademy.com/pmp-certification-salary/
• U.S. Bureau of Labor Statistics. (2024, March 29). Occupational employment and wages, May 2023: Project management specialists. U.S. Bureau of Labor Statistics. https://www.bls.gov/ooh/business-and-financial/project-management-specialists.htm
• U.S. Bureau of Labor Statistics. (2024, April). Project management specialists. Occupational Outlook Handbook. U.S. Bureau of Labor Statistics. https://www.bls.gov/oes/2023/may/oes131082.htm
• Zippia. (2025). Project management specialist salary. Zippia. https://www.zippia.com/salaries/project-management-specialist/