Project Administrator Roles and Responsibilities:

• Prepare correspondence
• Maintain calendars, including for traveling employees
• Manage documents that require approval
• Screen telephone calls, emails and mail as appropriate
• Coordinate meetings and conference calls
• Prepare conference rooms for meetings
• Maintain, schedule and coordinate travel arrangements for department
• Perform front desk reception duties
• Assist in identifying and defining the scope of the project with the Project Manager
• Prepare the detailed work plan, created by the Project Manager
• Assist in determining the resources required to complete the project
• Assist in developing a schedule for project completion
• Revise and maintain the project schedule as required
• Aid the Project Manager and team in executing the project according to the project plan
• Document activities as required
• Attend periodic internal meetings with support staff to review progress
• Assist in monitoring approval of budget and expenditures
• Track and distribute drawings and work orders
• Process transmittals and submittals
• Ensure that actions comply with company policies and procedures
• Assist with project documentation
• Act as liaison between Project Manager and client as needed

Project Administrator Skills, Ability and Experience:

• Bachelor’s degree in related field
• Ability to handle unexpected projects and a demonstrated willingness to help others.
• Experience in the landscaping or construction industry is a plus.
• Advanced skill set in Microsoft Office Suite including Excel, Outlook and Word
• Ability to work in a professional manner
• Exceptional customer service
• Strong organizational and analytical skills
• Attention to detail
• Strong communications skills – written and verbal
• Ability to manage various task and prioritize them as appropriate
• Ability to work with senior team members
• Team player and go-getter
• Experience and background in related industry (exhibit manufacturing, construction, fabrication, architects or designers)
• Background with Microsoft Project and/or ProCore

Project Administrator Duties:

• Coordinate and communicate with internal and external customers on project status and missing documentation.
  
• Request and manage project credit approval and tax exemption processes.
• Coordinate with various team members and vendors to ensure the accurate and timely ordering, tracking, and delivery of equipment and services. 
• Investigate and resolve financial issues which includes filing claims, adjusting project financials, and credit re-bills.
• Attend and actively participate in project backlog meetings with team.
• Support project managers and estimators.
• Perform take-offs of landscaping plans with great accuracy.
• Communicate with vendors and subcontractors to receive quotes.
• Assist in the submittal process.
• Responsible for general administrative functions to support the Equipment fulfillment process.
• Assist in project closeouts.

Project Administrator Experience and Qualification:

• Experience in Procurement with a high ordering volume and tracking to fulfillment
• One-year certificate from college or technical school; or two (2) years of related experience and/ or training; or equivalent combination of education and experience.
• Must have strong communication skills, proactive approach with willingness to work independently as well as part of a team.
• Proven experience prioritizing tasks in order to meet tight deadlines within a high paced environment.
• Excellent user of Microsoft Office products.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Knowledge and experience in the Administrative field.

Project Administrator Functions:

• Under the direction of the Health Care Quality Project Coordinator, activities include organizing and managing the day-to-day operation of all phases of these studies, conferring, as needed, with the Principal Investigators
• Provide technical assistance, support implementation and evaluation efforts for patient safety bundle strategies to partner sites.
• Coordinate partner workgroups such as the local Maternal Safety group under the leadership of the SB Director, Peggy VanderMeulen and Dr. Richard Leach, MSU Chair of Obstetrics and Gynecology.
• Facilitate cross-agency communication and sharing of patient safety bundle strategies, and work with partners to collect data and assist with troubleshooting with the Health Care Quality Project Coordinator.
• Assists with quality improvement and evaluation efforts for assigned projects
• Identifies existing and assists with the development of data collection tools and strategies
• Gathers and monitors project data; works with data analysts for partner agency reporting needs
• Prepare and providing appropriate project materials and supplies as needed
• Assuring that all study activities meet approved MSU and collaborative site-specific IRB standards;
• Communicating any questions to the appropriate staff for clarification and follow-up to affect a solution;
• Assisting in the review and maintenance of data files, as necessary;
• Recruit study participants and partners, as needed, and responsible for maintaining records regarding potentially eligible participants;
• Responsible for the drafting and delivery of written and verbal reports to the Principal Investigators including patient safety or other quality improvement data and evaluation of success and recommendations as necessary to improve
• Responsible for assisting in the writing of sections of preliminary drafts of grant applications and IRB approval documents as directed by the Principal Investigator
• Responsible for assisting in the development and delivery of periodic and annual reports to the funding agencies, written and verbal; and contribute to grant proposal drafting
• Responsible for solving problems related to these tasks;
• Responsible for attending meetings of the study’s senior staff members and provide written summaries of meeting discussions and actions; Planning and scheduling meetings, as required;

Project Administrator Knowledge and Experience:

• Excellent interpersonal skills
• High degree of computer literacy
• Sound analytical and organizational skills
• Able to structure tasks and set priorities independently
• Ability to identify problems and develop solutions according to appropriate timetables
• Responsible for developing and coordinating systems for specimen collection and storage information if needed
• Knowledge equivalent to that which would normally be acquired in a four year college degree related to public health, health communication, biology, sociology, or other related field; Masters degree in health related field preferred
• Ability to work in a fast-paced environment.
• Must be detail-oriented, organized and customer service focused.
• Ability to manage multiple assignments and projects independently and simultaneously.
• Better than average written and spoken communication skills.
• Proficient in Microsoft Office and other applicable software.

Project Administrator Details and Functions:

• Oversee large projects to ensure contract compliance and successful completion.
• Project Management/Fulfillment of all quoted work
• Responsible for general administrative functions to support the fulfillment process.
• Responsible for submitting and Processing Subcontractor qualification packets
• Works P-Card allocation
• Manage Certificates of Insurance and Certified Payroll documents for Service Customers
• Enter purchase orders and receipt purchase orders, follow-up with vendors
• Administers subcontractor documentation, including invoices, proposals, and other documentation as needed.
• Follows up with Accounts Payable for Suppliers and Subcontractor invoices, resolve issues
• Reviews billing backlog and coordinates/communicates with Area Service Managers, Account Managers,
• Resource Coordinators, Field Technicians, and customers as necessary to resolve obstacles.
• CRM Data Management, create sites, update contacts, enter Technician Added Equipment weekly
• Eddy Current Analysis Filing, Job Costing
• Responsible for generating, interpreting, and printing various assigned reports.
• Process service claims - concessions, Labor Warranty, Startup, and retrofit.
• Responsible for entering, managing, and submitting technician payroll.

Project Administrator Qualifications:

• Associates Degree in business or equivalent and up to two (2) years of related experience and/or training, or equivalent combination of education and experience.
• Must have strong communication skills, proactive approach with willingness to work independently as well as part of a team.
• Proven experience-prioritizing tasks to meet tight deadlines within a high-paced environment.
• Previous experience with financial systems and basic accounting of assets.
• Working knowledge of office equipment and Microsoft Office products
• Familiarity with the operation of HVAC Systems preferred, not required.
• Flexibility to work overtime/ weekends, as required.