Project Administrator

Project Administrator who is motivated and able to take on the challenge of assisting the Office of Architecture ARB Review team. An Architecture Review Board (ARB) is a governance entity or committee responsible for reviewing and approving the architectural aspects of software development projects within an organization. Its main purpose is to ensure that enterprise applications are designed, developed, and maintained in alignment with the organization's strategic goals, standards, best practices, and architectural guidelines. The ARB typically comprises experienced architects, senior developers, and key stakeholders who deeply understand the organization's business and technical requirements.

What you will be responsible for

As a Project Administrator, you will be responsible for performing administrative and technical tasks to support efficient operations of architectural and engineering projects. You will support the project manager (and other staff as needed) by performing a variety of tasks related to documentation, organization and communication. You will communicate orally and via telephone and email ensuring that all duties are completed accurately and delivered with high quality and in a timely manner.

Additional duties include, but are not limited to the following:

• Organize and schedule meetings and appointments
• Prepare and distribute correspondence, transmittals and forms
• Prepare a variety of technical documents, distribute, and track/follow-up
• Manage documentation; maintain documentation in proper locations on network system
• Assist project manager and design staff in preparation of reports, spreadsheets, presentations, etc.
• Provide administrative support for the function as needed and undertake project tasks as required or as requested by supervisor or project manager
• Assist with Architecture Review Board related matters
• Respond to inquiries received from users in the Enterprise Architecture Review mailbox in a timely fashion
• Attending various ARB meetings, taking meeting minutes and following up on action items

Skill Requirements These skills will help you succeed in this role

• Ability to work at computer workstation for extended periods
• Ability to work independently and collaboratively
• Strong organizational and planning skills
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong Proficiency in MS Office suite, emphasis on Excel along with knowledge of Adobe Acrobat
• Jira Cloud and SharePoint experience would be a plus

Experience Requirements

• Bachelor Degree or related experience (3 to 6 years)
• Office experience in the field of Architecture, Engineering, or Software Development preferred
• Knowledge of office management systems and procedures

What are the top 3 must-haves you will be looking for in the resumes/interviews for this role? What type of software skills is an absolute must have?

• Excellent written and verbal communication, able to connect dots, ability to perform project admin tasks with speed and quality discuss technical details with end user, resolve issue brought to them, stick to SLAs regarding project Tasks

Software skills:

• excel, JIRA, computer literate to use web systems

What are the top 3 nice to have that would separate a successful candidate from their competition?

• Self-starter, Quick to learn new tasks, able to create reports for senior management

What type of background would you like this person to have? How many years of experience are required?

• At least 8 years of experience with 5 in technology as a business analyst

Is this role supporting a specific project or initiative, which project or initiative is this role supporting?

• It supports governance function with architecture

What will the interview process look like (phone screen, face to face, meet with team, how many rounds, etc)? Is there a test in the interview the candidate should be prepared for?

• Interview process will be short with 1-2 interviews. All will be at least a video call. An in person interview may be required

What are the working hours, time zone?

• EST 8-5 or 9-5

Is this role remote/hybrid/onsite?

• Hybrid with 4 onsite and 1 remote. You will be working with team members both in the US and China.

What is the duration of this contract and is there a chance it will be extended?

• End of year 2024. Could be extended.

What is the day to day of the person going to look like? Please be specific.