Project Administrator

1 month ago

Arlington, United States Catholic Diocese of Arlington Full time

Please include a brief cover letter with resume.

POSITION SUMMARY:

The Office of Information Technology is responsible for selecting, deploying and supporting software, hardware and telecommunication resources for the 450 + staff members of the Central Administrative Offices of the Catholic Diocese of Arlington (CAO), the Arlington Catholic Herald (ACH), and the Catholic Charities of the Diocese of Arlington (CCDA) to utilize in fulfilling their mission within the Diocese. The infrastructure is a two domain environment with a single AD forest and includes 10 + remote Catholic Charities Offices (CC). The Catholic Charities network is a WAN with remote locations connected by VPN, while the CAO is a LAN environment supporting the immediate campus of 200 North Glebe and 80 North Glebe.

The Project Administrator is responsible for organizing project materials and coordinating necessary resources (including CDA personnel and consultants) required to successfully execute IT projects within the CAO. This position facilitates reporting and analyzing projects under the supervision of the Director. This position requires strong time management skills because the job entails constant monitoring and control of a variety of project variables. The project administrator requires strong executive administrative skills, as well as basic knowledge of budgeting and reporting.

PRINCIPAL DUTIES:

  • 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.

RESPONSIBILITIES AND AUTHORITY:

  • Supervision Received
  • Given wide latitude and exercises significant discretion under the general direction of the IT Director.

  • Physical Demands/Working Environment
  • While performing the duties of this job, required to have 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.
  • Excellent written, presentation and oral communication skills
  • 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 organiz

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