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Program Administrator

4 months ago

Austin, United States Texas Windstorm Insurance Association Full time

***: Support the Enterprise Portfolio Manager with the coordination, administration, and management of our project and program portfolio. This position ensures that all projects and programs align with strategic objectives and are executed efficiently and effectively.

**ESSENTIAL FUNCTIONS**: THE FOLLOWING ARE THE USUAL, BASIC, AND ESSENTIAL FUNCTIONS OF THE POSITION. HOWEVER, THIS JOB DESCRIPTION DOES NOT PRECLUDE THE PERFORMANCE OF OTHER DUTIES BY THE INCUMBENT. THESE FUNCTIONS ARE NOT TO BE CONSTRUED AS AN EXHAUSTIVE LIST OF ALL RESPONSIBILITIES,

**DUTIES, AND SKILLS REQUIRED**:

- Work closely with the EPM Manager to support project sponsors and managers.
- Assist with developing detailed projects and strategic plans that outline key tasks, milestones, and general health (schedule, scope, and budget).
- Provide support with tracking the progress of projects and programs against established plans. Monitor key performance indicators (KPIs), timelines, and deliverables to ensure projects stay on track.
- Monitor compliance with organizational standards and best practices in project management and strategic planning.
- Coordinate activities across multiple projects and programs to ensure alignment. Facilitate communication and collaboration among project teams, stakeholders, and executives.
- Schedule meetings, prepare and distribute agendas, support materials, timelines, meeting minutes, and follow-up action items for team members.
- Maintain enterprise projects and programs scorecards (inventory), department operational reports, and related project reports, including bi-weekly status updates to executive and project managers.
- Ensure adherence to established and new EPM governance frameworks, policies, and procedures.
- Perform ad hoc projects and tasks as assigned to support the EPM office and departments requiring enterprise project assistance.

**REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES**:

- Excellent organizational and time management skills to manage multiple projects, tasks, and deadlines simultaneously.
- High level of attention to detail to ensure accuracy in documentation, reporting, and project coordination.
- Effective written and verbal communication skills for note taking, creating reports, presenting updates, and facilitating meetings.
- Proven ability to work collaboratively with cross-functional teams, stakeholders, and executive leadership.
- Ability to review general artifacts and evaluate data for accuracy and completeness.
- Advanced knowledge of MS Project, Word, Excel, PowerPoint, and Outlook.
- Familiarity with project administration and management, including project lifecycle phases such as initiation, planning, execution, monitoring, and closure.

**PREFERRED KNOWLEDGE, SKILLS, AND ABILITIES**:

- Familiarity with governance frameworks, organizational policies, and compliance requirements in project management.
- Familiarity with property and casualty insurance

**REQUIRED COMPETENCIES**:

- Communication: Effectively communicates by listening actively, sharing relevant information with others and interacting with others to establish fair and effective relationships.
- Customer Focus: Identifies customer’s requirements correctly, exceeds customer expectations and acts proactively for ensuring customer satisfaction.
- Teamwork: Develops cooperation and teamwork while working toward solutions that generally benefit all involved parties.
- Interpersonal Skills: Considers and responds appropriately to the needs and feelings of others with respect, fairness, and consistency.
- Adaptability and Flexibility: Adapts to change, is open to new ideas, takes on new responsibilities, handles pressure and adjusts plans to meet changing needs.
- Critical Thinking: Identifies issues, dilemmas, or problems; explores and evaluates information relevant to the question; and integrates the information into development of a resolution. Involves reasoning based on inquiry, evidence, interpretations, and implications.
- Decision Making: Uses effective approaches for choosing a course of action or developing appropriate solutions. Makes timely and sound decisions by comparing data from different sources to draw conclusions.
- Understands the impact and implications of decisions and provides feedback on outcomes.
- Takes responsibility for decisions.

**REQUIRED EDUCATION AND EXPERIENCE**:

- High School Diploma required, bachelor’s degree in business administration, Project Management, or a related field preferred.
- 3-5 years of experience in project administration or similar role.
- Experience in the insurance industry or with an insurance association is a plus.

**PHYSICAL REQUIREMENTS**: Requires the ability to speak, hear, and use a personal computer for standard business functions and sit for long periods of time.