IT Project Administrator

Principal Duties

• Draft project charter in collaboration with executive sponsor, subject matter expert(s), stakeholder(s) and technical resources.
• Aid in the development of work breakdown structure, project plan, stakeholder matrix and communication plans using existing templates.
• Propose tasks and activity assignments for internal and external technical project resources based on WBS.
• Assist in the evaluation of project risks and help develop mitigation strategies/plans.
• Coverage of project status meetings with technical resources, stakeholders and subject matter experts.
• This includes identifying appropriate attendees, scheduling location and necessary resources, drafting and circulating meeting minutes to participants.
• Coverage of project communications that are identified in the communications plan and/or communications matrix.
• Maintenance of project progress and drafting of project status reports.
• Drafting of presentation materials for status meetings (e.g. project analytical reports or PowerPoint presentations).
• Maintenance of progress and scheduling of sign-off reviews for key milestones and deliverables.
• Coverage of receipt of vendor invoices and review/approval of payment for authorized services.
• Maintenance of budget to actual project expenses based on approved project budget.
• Tracking of internal/external hours based on approved project hours.
• Coverage of issues management list and problem resolution by external and internal resources.
• At conclusion of project, preparation of summary of results and lessons learned and organization and archiving of all relevant project files.

  Responsibilities and Authority

  • Supervision Received: Given wide latitude and exercises significant discretion under the general direction of the IT Director.
  • Physical Demands/Working Environment: Requires ordinary ambulatory skills sufficient to visit other locations; ability to stand, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) light to medium weight of 10 – 50 pounds. Requires good hand-eye coordination, arm, hand, and finger dexterity, including ability to grasp, and visual acuity to use a keyboard, operate equipment and read. Frequently required to sit, hear, talk and use repetitive motion of the hands/wrists. Work performed in and out of the office setting. Occasional evening and/or weekend work is required. Work performed in an individual, well-lighted cubicle. The noise level is usually low. The space is wheel chair-accessible.

  Qualifications

  • Knowledge/Skills: Knowledge of project management concepts and techniques and a demonstrated ability to apply them. Basic knowledge of Microsoft Project. Strong verbal and written communication skills, including the ability to prepare clear project documentation, status reports, meeting minutes, and stakeholder communications. Solid meeting facilitation, time management, analytical and problem-solving skills. Strong executive administrative skills, as well as exposure to budgeting and reporting. Ability to collaborate effectively in a team environment and to maintain composure and focus in the face of shifting priorities and direction.
  • Education Required: BA in MIS or business-related major.
  • Certifications: CAPM® (Certified Associate in Project Management) preferred.
  • Years and Types of Experience: 1 to 3 years’ coordination or administration experience with IT projects, preferably in a mid-size (51 to 500 employees) not-for-profit organization.