Project Administrator

2 weeks ago

Indianapolis, Indiana, United States Guardian Jobs Full time $40,000 - $60,000 per year

Contract Period: 12 month fixed term contract

Department: Product & Business Services

Reports to: Project Manager

Location: Hybrid (minimum of 2 days in the office)

About The BBFC
The British Board of Film Classification (BBFC) is an independent, not-for-profit organisation and the UK's independent body for issuing age ratings for films and digital content. Our mission is to empower audiences, especially parents, to make informed decisions about what their families watch and to protect children and vulnerable adults from potentially harmful content. We are at the forefront of regulatory policy in an evolving digital landscape.

In 2024 BBFC established BBFC Technology. It is a wholly owned subsidiary, established to leverage the BBFC's technology and skills, delivering revenue to further the BBFC's public service.

Purpose
The Project Administrator will provide essential, proactive administrative, documentation, and coordination support to the Project Manager and the wider development team, ensuring projects are governed effectively and run smoothly. This role is key to maintaining project structure, reporting, and communication, allowing the Project Manager to focus on high-level delivery and strategy.

Key Responsibilities

  • Project Documentation & Governance Support
  • Maintain and update all core project documentation, including the project plan, risk register, and Grant reporting documentation.
  • Assist the Project Manager in preparing governance documents for internal and external stakeholders.
  • Manage the organisation of project files and ensure version control is maintained across all documents.
  • Meeting Coordination & Management
  • Organise, schedule, and coordinate project meetings with internal teams, external partners (including overseas development teams), and stakeholders.
  • Attend meetings to take comprehensive, accurate, and concise minutes.
  • Proactively track, follow up on, and ensure the timely progression of all meeting actions and decisions.
  • Reporting & Communications
  • Assist in the preparation of project reports, including compiling progress updates, deliverable tracking summaries, and visualisations for presentations (e.g., Gantt Charts, status reports).
  • Coordinate the collection of status updates and information from various internal and external teams.
  • Format presentations and documents to a high standard for executive and board-level review.
  • Software Development Lifecycle Support
  • Support the Project Manager in the utilisation of software development tools, primarily Jira, by inputting, tracking, and updating tickets for bugs, features, and deliverables.
  • Assist in the creation and formatting of user stories and requirements documentation.
  • Financial Administration
  • Assist the Project Manager with budget tracking, reconciliation of invoices against approved external spend, and providing initial reports on budget status.

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