How to hire a special projects assistant

How to hire a special projects assistant, step by step

Here's a step-by-step special projects assistant hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a special projects assistant job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new special projects assistant
• Step 8: Go through the hiring process checklist

What does a special projects assistant do?

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1. Identify your hiring needs

   Before you start hiring a special projects assistant, identify what type of worker you actually need. Certain positions might call for a full-time employee, while others can be done by a part-time worker or contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   A special projects assistant's background is also an important factor in determining whether they'll be a good fit for the position. For example, special projects assistants from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   The following list breaks down different types of special projects assistants and their corresponding salaries.

   Type of Special Projects Assistant	Description	Hourly rate
   Special Projects Assistant	Teacher assistants work under a teacher’s supervision to give students additional attention and instruction.	$12-25
   Para Educator	Paraeducators' primary role is to provide students with extra guidance and support outside or inside the classroom. They are also called paraprofessional educators or teaching assistants who are expected to support teachers... Show more	$11-18
   Student Internship	Student interns are student trainees in a company. They undergo on-the-job training as it may be required by their degree program in order to graduate... Show more	$10-21

   Show more

2. Create an ideal candidate profile

   Common skills:

   • PowerPoint
   • Policy Issues
   • Administrative Tasks
   • Office Equipment
   • Data Analysis
   • Press Releases
   • Travel Arrangements
   • CPR
   • Event Planning
   • IEP
   • Expense Reports
   • Federal Agencies
   • Community Outreach
   • Technical Assistance

   Check all skills

   Responsibilities:

   • Perform responsible human support and paraprofessional work assisting classroom teacher or other professionals, achieve institution objectives.
   • Process deposits weekly in PeopleSoft.
   • Maintain Medicaid paperwork and skil some in sign language.
   • Help create a user-friendly online billing program concept to streamline Medicare claims billing.
   • Develop and maintain networking database including: social media through the website, twitter, blogs, and Facebook.
   • Assist students with science relate coursework including: nursing, chemistry, biology, physics, and earth sciences.

   More special projects assistant duties

3. Make a budget

   Including a salary range in your special projects assistant job description is a great way to entice the best and brightest candidates. A special projects assistant salary can vary based on several factors:

   • Location. For example, special projects assistants' average salary in wyoming is 48% less than in new york.
   • Seniority. Entry-level special projects assistants earn 54% less than senior-level special projects assistants.
   • Certifications. A special projects assistant with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in a special projects assistant's salary.

   Average special projects assistant salary

   $36,997yearly

   $17.79 hourly rate

   ---

   Entry-level special projects assistant salary

   $25,000 yearly salary

   Updated January 21, 2026

   Average special projects assistant salary by state

   Rank	State	Avg. salary	Hourly rate
   1	New York	$57,106	$27
   2	District of Columbia	$54,413	$26
   3	Pennsylvania	$48,029	$23
   4	Virginia	$43,062	$21
   5	Maryland	$41,228	$20
   6	Illinois	$41,062	$20
   7	Ohio	$40,245	$19
   8	Wisconsin	$39,718	$19
   9	North Carolina	$38,635	$19
   10	South Carolina	$37,978	$18
   11	Missouri	$36,662	$18
   12	Texas	$35,933	$17
   13	Michigan	$35,805	$17
   14	Colorado	$34,848	$17
   15	Indiana	$34,690	$17
   16	Georgia	$34,265	$16
   17	Utah	$33,764	$16
   18	California	$33,000	$16
   19	Montana	$32,847	$16
   20	Florida	$31,289	$15

   Average special projects assistant salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Urban Institute	$60,863	$29.26
   2	Department of Homeland Security	$53,132	$25.54	120
   3	New York State Restaurant Association	$51,858	$24.93
   4	High Point Christian Academy	$49,075	$23.59
   5	Emory University	$48,826	$23.47	1
   6	Virginia Commonwealth University	$43,741	$21.03
   7	Counterpart International	$43,279	$20.81	1
   8	The University of Kansas Health System	$42,279	$20.33
   9	The City University of New York	$41,177	$19.80	14
   10	Robbinsdale Area Schools	$41,156	$19.79	25
   11	UTRGV - The University of Texas Rio Grande Valley	$39,576	$19.03	1
   12	University of Michigan	$39,155	$18.82	3
   13	Democracy Prep Public Schools	$37,783	$18.16	1
   14	Redevelopment Agency of Salt Lake City	$37,469	$18.01
   15	General Dynamics	$36,252	$17.43	1
   16	Center for Urban Community Services	$36,214	$17.41
   17	Dietz & Watson	$36,047	$17.33
   18	Aledade	$35,659	$17.14	1
   19	University of Maine	$34,500	$16.59	1
   20	Worthington Schools	$33,850	$16.27	1

4. Writing a special projects assistant job description

   A good special projects assistant job description should include a few things:

   • Summary of the role
   • List of responsibilities
   • Required skills and experience

   Including a salary range and the first name of the hiring manager is also appreciated by candidates. Here's an example of a special projects assistant job description:

   Special projects assistant job description example

   Special Projects Assistant
   
   Reports To: Director, Value-Based Transformation and HealthCare Data Analyst
   
   FLSA Status: Non-Exempt / Hourly
   
   Salary Grade: Non-Exempt
   
   Overview: Works closely with the Value-Based Transformation Team to support all activities.
   
   Please note: Training for this position will be during the day - once trained hours will be flexible to later in the evening/early in the morning prior to regular start of work day/week
   
   Essential Functions:
   
   •With oversight by the Healthcare Data Analyst, monitors ED visits, inpatient, and skilled
   
   nursing facility discharges and notifies appropriate team members.
   
   •Researches multiple portals to obtain up to date patient information and scans
   
   documents into patient electronic medical record.
   
   •Coordinates workflow between clinical/non-clinical staff to ensure timely completion of
   
   multiple deadlines.
   
   •Organizes information on multiple spreadsheets.
   
   •Assists with identifying and closing gaps in care by accessing payer portals.
   
   •Provides follow up on patient attribution.
   
   •Reviews electronic documents while navigating multiple systems.
   
   •Maintains proficiency in all requisite computer applications and software.
   
   •Maintains consumer confidentiality according to HIPAA privacy rule.
   
   •Reports any discrepancies or inaccuracies that may impact quality measurement goals.
   
   •Assists with communicating strategies to close gaps in care.
   
   •Gathers, arranges, processes, cross-checks, cleans, reorganizes and models data for
   
   decision making.
   
   •Analyzes a large volume of data be it structured or unstructured; prepares and presents
   
   data in the right form (graphs, charts, tables) for decision-making and problem-solving
   
   process.
   
   •Uses advanced Microsoft Excel skills.
   
   •Establishes/maintains positive, ongoing working relationships with other community
   
   agencies, physician offices.
   
   •Works closely with physicians, nurses and other medical staff to communicate a
   
   patient's needs and concerns.
   
   •Positive, flexible, and solution-focused attitude.
   
   •Effectively communicates with the disabled and elderly populations and general public
   
   by phone.
   
   •Communicates in a collaborative, effective manner with others and maintains good
   
   working relationships; able to establish rapport quickly with a wide range of people.
   
   •Uses oral and written communication to convey pertinent information to members of
   
   the health care team in a timely manner.
   
   •Separates personal from professional interactions with patients and maintains
   
   professional/ethical boundaries.
   
   •Follows "best practice", policies, and procedures.
   
   •Participates in continuous quality improvement to enhance care transition and care
   
   management of patients.
   
   •Maintains required documentation for all care transition and care management
   
   activities.
   
   •Works with leadership to continuously evaluate processes, identify problems, and
   
   propose/develop process improvement strategies.
   
   •Remains organized, prioritizes and communicates effectively to patients, families,
   
   clinicians, and team members.
   
   •Recognizes and responds to opportunities for improvement
   
   •Assists as needed with other job duties to ensure smooth functioning of the
   
   department.
   
   Experience / Education Requirements:
   
   •HS Diploma (or equivalent), with some post-secondary education or training in a
   
   medical related field of study.
   
   •Medical Assistant (MA) preferred.
   
   •A minimum of 2-3 years of practical work experience in a clinical or administrative
   
   support role in a medical setting, preferably a physician office. Familiar with medical
   
   office workflow and protocols.
   
   •Ability to comprehend written material related to essential job functions.
   
   •Ability to comprehend basic medical terminology.
   
   •Ability to work independently under general instructions, self-directed and motivated.
   
   •Exhibits an aptitude for learning and remaining current on new technologies.
   
   •Demonstrates the ability to work as part of the team.
   
   •Possesses strong organizational skills and multitasking abilities with a keen eye for
   
   attention to detail.
   
   •Ability to coordinate resources to achieve timely solutions.
   
   •Requires the ability to communicate with patients, office personnel and the community.
   
   •Strong customer service orientation and skills, and proven focus on creating Patient
   
   Satisfaction.
   
   •Proven ability to problem-solve Electronic Medical Record and other Clinical data issues.
   
   •Proficient in use of Windows based software applications, including Microsoft Word,
   
   Excel, PowerPoint, and use of spreadsheets; proficient typing skills required.
   
   •Medical record review experience desired.
   
   •Comfortable and confident in working with many diverse stakeholders, including
   
   physicians, office staff, practice management, vendors, technical support / IT
   
   professionals.
   
   Supervisory Responsibilities: None
   
   Value-Based Transformation Team Mission:
   
   Healthcare is a field of rapid change affecting all aspects of patient health. Our department
   
   embraces change, continually evaluating ourselves and our processes, to assure we are bringing the highest quality of care to our patients. We continue to learn and grow, realizing that when change is for the right reason, it is extremely gratifying and rewarding. Developing this culture of quality & excellence, providing "Premier Care" to our patients, is our mission.
   
   Confidentiality:
   
   As a group medical practice required to comply with HIPAA and other state and federal
   
   compliance standards, employee must agree to follow company's written policies designed to maintain such compliance. Position will have access to Protected Health Information (PHI) and employees are to access only the information necessary to fulfill specific job
   
   requirements, including special assignments. Please refer to Premier Physicians Centers
   
   HIPAA Manual for complete policies and procedures.
   
   Partner practice
   
   Please note this position is posted on behalf of our partner practices. This individual will be working at the specific practice that is mentioned in the above details and will not be a direct employee of Aledade, Inc. so will therefore not be eligible for the benefits available to Aledade employees.

   Copy this example

   

5. Post your job

   There are a few common ways to find special projects assistants for your business:

   • Promoting internally or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to meet candidates with the right educational background.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to recruit passive job-seekers.

   Post your job online:

   • Post your special projects assistant job on Zippia to find and recruit special projects assistant candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Your first interview with special projects assistant candidates should focus on their interest in the role and background experience. As the hiring process goes on, you can learn more about how they'd fit into the company culture in later rounds of interviews.

   You should also ask about candidates' unique skills and talents to see if they match the ideal candidate profile you developed earlier. Candidates good enough for the next step can complete the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new special projects assistant

   Once you have selected a candidate for the special projects assistant position, it is time to create an offer letter. In addition to salary, the offer letter should include details about benefits and perks that are available to the employee. Ensuring your offer is competitive is vital, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and it is important to be open to discussion and reach a mutually beneficial agreement. After the offer has been accepted, it is a good idea to formalize the agreement with a contract.

   You should also follow up with applicants who don't get the job with an email letting them know that you've filled the position.

   To prepare for the new employee's start date, you can create an onboarding schedule and complete any necessary paperwork, such as employee action forms and onboarding documents like I-9 forms, benefits enrollment, and federal and state tax forms. Human Resources should also ensure that a new employee file is created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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