Project Administrator

Job Description

As an integral member of a small team, the Project Administrator (PA) supports the activities, initiatives, and goals of the Dean's Office through timely management of projects and assignments across a robust portfolio. The PA functions as the project administrator for the Dean's Office and serves as a trusted advisor and strategic partner to the Chief of Staff (CoS), providing insight and evidence for decisions and driving organizational success. The PA is considered the CoS's deputy, extending their reach and impact on behalf of the Dean. This individual works on a wide array of complex and confidential activities - from drafting agendas and managing projects to supporting dean-level recruitment activities. The position requires exceptional judgment, discretion, and poise under pressure while producing high-quality deliverables.

The PA assumes full ownership of Finance and Budget responsibilities for the Dean's Office, serving as a Level 4 Approver (up to $50,000). This includes reviewing, validating, and authorizing transactions for compliance and accuracy; approving purchase orders, requisitions, corporate card reports, and procurement card (pcard) reports coded to account 47910 in Concur; and drafting the annual budget. The PA serves as the Finance Chart of Accounts (COA) final approver for the department.

The PA assumes full ownership of Faculty Council operations, including agenda setting, communications and management of the chair and co-chair, monitoring of the FC email inbox, Zoom coordination (polls, breakout rooms), drafting talking points for chairs, planning meeting content and breakout discussions, inviting and managing speakers, overseeing the annual election process (February/March FC Vice-Chair Election communications and Qualtrics voting), communicating with FC members, maintaining all historical FC documentation, and managing the Docket Committee.

The PA leads and manages a robust portfolio of events and meetings, including Faculty of Medicine meetings, Faculty Council Welcome Dinner, State of the School, Dean's Community Breakfasts and Quad Faculty Meetings.

The PA also manages the CoS calendar, coordinates meetings on behalf of the CoS, and monitors the Dean's Office shared email. The PA serves as the owner of the shared drive, maintaining organization and ensuring all materials are current. The PA maintains office documentation including policies, handbooks, and onboarding materials; maintains office record keeping including membership lists, historical agenda tracking, and filing systems. This position serves as primary back-up to the Dean's Executive Assistant and to the Assistant Director, and performs other duties as required of a small team.

Qualifications

Basic Qualifications:

• Bachelor's degree required.
• Minimum 5 years of administrative experience in a complex academic, research, institutional environment, or related experience.

Additional Qualifications and Skills:

• 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.