Project Administrator

About the role

The Project Administrator (PA) supports the Dean's Office through timely management of projects and assignments, serving as a trusted advisor and strategic partner to the Chief of Staff (CoS).

Responsibilities

• Supports the Dean's Office through project management and assignment management.
• Functions as the project administrator for the Dean's Office.
• Serves as a deputy to the CoS, extending their reach and impact.
• Manages a wide array of complex and confidential activities, including drafting agendas, managing projects, and supporting dean-level recruitment activities.
• Assumes full ownership of Finance and Budget responsibilities for the Dean's Office, including reviewing, validating, and authorizing transactions for compliance and accuracy.
• Serves as the Finance Chart of Accounts (COA) final approver for the department.
• Serves as the owner of the shared drive, maintaining organization and ensuring all materials are current.
• Maintains office documentation including policies, handbooks, and onboarding materials.
• Maintains office record keeping including membership lists, historical agenda tracking, and filing systems.
• Manages the CoS calendar, coordinates meetings on behalf of the CoS, and monitors the Dean's Office shared email.
• Manages the Faculty Council operations, including agenda setting, communications, and management of the chair and co-chair.
• Oversees the annual election process for the FC Vice-Chair and manages the Docket Committee.
• Manages and coordinates events such as Faculty of Medicine meetings, Faculty Council Welcome Dinner, State of the School, Dean’s Community Breakfasts, and Quad Faculty Meetings.
• Maintains office documentation including policies, handbooks, and onboarding materials; maintains office record keeping including membership lists, historical agenda tracking, and filing systems.
• Serves as the owner of the shared drive, maintaining organization and ensuring all materials are current.
• Maintains office documentation including policies, handbooks, and onboarding materials.
• Maintains office record keeping including membership lists, historical agenda tracking, and filing systems.

Qualifications

• Bachelor's degree required.
• Minimum 5 years of administrative experience in a complex academic, research, institutional environment, or related experience.
• Demonstrated experience with financial systems and budget management; experience with Concur or comparable approval systems preferred.
• Strong project management skills with ability to manage multiple complex priorities simultaneously.
• Exceptional judgment, discretion, and ability to handle highly confidential information.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite, Zoom, and shared drive management.
• Experience with governance or faculty committee administration a plus.