Project Management Administrator

Job Description

Job Description

Description :

Job Title : Project Management Administrator

Department : Program Management

Location : Phoenix, AZ

Reports To : Program Management Director

Job Summary

The Project Management Administrator plays a crucial role in supporting the effective functioning of a Program Management Dep.

within an organization. His responsibilities typically include a combination of administrative, organizational, and support tasks to ensure that project management processes run smoothly.

About the job :

The functional areas and responsibilities expected of the Project Management Administrator are as follows.

Portfolio, Program, and Project Level :

• Maintaining and organizing project documents at various levels (portfolio, program, and project) including project plans, status reports, schedules, and other relevant documentation.
• Ensure that project documents are up-to-date, accurate, and easily accessible to project teams and stakeholders.
• Facilitate communication between project managers, team members, and stakeholders.

Data Management and System Maintenance :

• Manage and maintain the project management system, ensuring it is up-to-date and functioning efficiently.
• Regularly update project information and ensure the accuracy and integrity of data within the system.
• Develop reports to meet project and Program Management department reporting requirements.
• Explore and implement automation solutions based on the requirements to streamline reporting processes.

Data Entry & Reporting System

• Inputting project data into the project management system and generating standard reports and dashboards for project performance tracking.
• Assisting in resource allocation and capacity planning by tracking resource availability and utilization.

Planning & Scheduling :

• Scheduling and coordinating meetings, workshops, and project reviews, which involves planning and scheduling activities.
• Developing project schedules in coordination with project managers and inputting data into the project management tool
• Contributing to the planning and scheduling aspects of project management by preparing agendas and coordinating project timelines.

Project Controls and Budget Management :

• Tracking and monitoring project performance against budgets, creating reports, and informing management.
• Ability to contribute to budget management processes and ensure financial aspects align with project goals.
• Participate in the preparation and submission of Request for Proposals (RFPs) for new projects.
• Collaborate with cross-functional teams to contribute relevant information for proposal development.

Internal Quality Audit :

• Ensuring that project management standards and methodologies are adhered to, conducting quality checks on project documentation and deliverables.
• Conduct internal audits to ensure that SOPs and guidelines are being followed consistently.
• Identify and address any deviations from established processes.

Process Improvement :

• Identifying opportunities for process improvement within the program management department and contributing to the development and implementation of best practices.
• Develop Standard Operating Procedures (SOPs) and guidelines for project management processes.
• Create and maintain a repository of best practices to serve as a reference for project teams.
• Regularly evaluate existing processes to identify areas for enhancement and optimization.
• Collaborate with stakeholders to gather feedback and insights for process refinement.
• Implement newly developed SOPs and guidelines across project teams to ensure consistency and adherence to standards.
• Explore opportunities for automation to enhance the efficiency of existing processes.
• Work towards integrating automated solutions where applicable to streamline workflows.
• Facilitate training sessions to ensure the understanding and adoption of improved processes.
• Ensure that all team members are aware of and follow the latest process improvements.
• Collaborate with project managers and teams to plan for process enhancements based on project requirements and industry best practices.
• Document updated processes and communicate changes effectively to relevant stakeholders.

Administrative Support :

• Help in the identification, tracking, and reporting of project risks and issues.
• Schedule and coordinate meetings, workshops, and project reviews.
• Prepare agendas, distribute meeting materials, and document meeting minutes.
• Schedule and coordinate meetings, workshops, and project reviews.
• Prepare agendas, distribute meeting materials, and document meeting minutes.

Other duties reasonably related to the scope of responsibilities may be assigned.

Requirements : Qualifications :

Qualifications :

Bachelor’s degree in engineering management, business administration, project management, or a related field.

Possession of recognized project management certifications such as PMP (Project Management Professional), PRINCE2 (PRojects IN Controlled Environments), or equivalent.

Previous experience in project management support or administrative roles.

Proficiency in project management software and tools (e.g., Smartsheet, Microsoft Project).

Strong organizational, communication, and interpersonal skills.

Attention to detail and a high level of accuracy in work.

Ability to work independently and collaboratively in a team environment.

Knowledge of project management methodologies (e.g., PMBOK, Agile) is a plus.

Certification Pursuit :

Commitment to obtaining a project management certification (e.g., PMP) within the first six months of employment.

PLEASE no agency recruiters.