IT Project Administrator

About the role

The Project Administrator plays a critical role in driving the successful delivery of IT projects within the CAO by coordinating project resources, organizing project documentation, and ensuring effective collaboration among CDA personnel, consultants, and stakeholders. Working under the direction of the Director, this position supports project governance through comprehensive reporting, analysis, and performance tracking, enabling informed decision-making and project accountability. The role requires exceptional time management and organizational skills to proactively monitor project activities, manage competing priorities, and maintain control of key project variables. In addition, the Project Administrator must demonstrate strong executive-level administrative capabilities, excellent verbal and written communication skills, sound judgment, and a working knowledge of budgeting, financial tracking, and reporting to help ensure projects are delivered efficiently, on schedule, and in alignment with organizational objectives.

Responsibilities

• Draft project charter in collaboration with executive sponsor, subject matter expert(s), stakeholder(s) and technical resources
• Assist the Director, Assistant Director and/or Application Services Team Lead 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
• Coordinate 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
• Coordinate and draft project communications that are identified in the communications plan and/or communications matrix
• Monitor project progress and draft project status reports
• Draft presentation materials for status meetings (e.g. project analytical reports or PowerPoint presentations)
• Monitor progress and schedule sign-off reviews for key milestones and deliverables
• Coordinate receipt of vendor invoices and review/approve payment for authorized services
• Monitor budget to actual project expenses based on approved project budget
• Track internal/external hours based on approved project hours
• Coordinate issues management list and problem resolution by external and internal resources
• At conclusion of project, prepare summary of results and lessons learned and organize and archive all relevant project files

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

Pay

$70,000 – $80,000 salary