Project Management Office Administrator
JOB TITLE: Project Management Office (PMO) Administrator
REPORTS TO: Senior Project Operations Manager
SUMMARY: Essential part of the PMO team supporting the PMO administratively, ensuring that projects and programs are institutionalized in a repeatable, standardized way. The PMO will be responsible for tracking the overall status and completion of projects.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Perform Financial System project budget and data quality checks
Monitor Shared Drive (company server) content
Monitor PMO processes
PMO and Project Management (PM) reporting using Deltek, Excel, and Adobe
Monitor project execution and governance
Develop and communicate clear, actionable deliverables
Track deadlines, deliverables, resources, and timelines throughout projects
Hold owners accountable to set commitments, support project team meetings to provide status updates, identify and resolve issues
Create structured schedules and project plans based on the projects goals, resources needed,
potential risks, time to market and budget constraints
Collaborate with the PMO team to assess the workloads and impacts to different departments
Identify dependencies and issues across teams
Adapt plans based on evolving project needs
Work with project teams to ensure proper and complete documentation, retention, and filing of project information
Balance projects and communicate project priorities internally
Manage Executive Vice President’s and Sr. Project Operations Manager’s calendars, expense reports, and timesheets
Coordinate the registration and travel plans for staff according to project and business needs
Track requests for professional development and education of internal staff
Provide input on processes, standards, and best practices to the PMO
Perform administrative functions as needed and able
Perform other duties as assigned
Associate’s degree required
Bachelor's degree preferred
Administrative experience in a consulting firm or a department of transportation agency
Project Management experience preferred
Knowledge of project management standards and procedures
Deltek experience is a plus
Customer service – the individual is responsive to employee and customer requests and is
proactive in preventing potential service issues.
Attention to detail – this individual achieves thoroughness and accuracy when accomplishing a task through concern for all the areas involved.
Problem solving—the individual identifies and resolves problems in a timely manner and gathers and analyzes information skillfully.
Interpersonal skills—the individual maintains confidentiality, remains open to others’ ideas and exhibits willingness to try new things.
Written Communication—the individual edits work for spelling and grammar, presents
numerical data effectively and is able to read and interpret written information.
Planning/organizing—the individual prioritizes and plans work activities, uses time efficiently
and develops realistic action plans.
Quality control—the individual demonstrates accuracy and thoroughness and monitors work to ensure quality.
Dependability—the individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.
Ability to interact with employees and customers in a professional manner and with strong
communication skills (written and verbal)
Detail oriented, professional attitude and reliable
Strong organizational and time management skills
Self-motivated team player with a customer service orientation
Ability to work independently and with a team in a fast-paced and high volume environment
with emphasis on accuracy and timeliness
Demonstrated proficiency with Microsoft Office; strong proficiency in Excel required
Work is performed primarily in a standard office environment with extensive public contact and frequent interruptions
Primary functions require sufficient physical ability and mobility to work in an office setting; to
stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office
equipment requiring repetitive hand movement and fine coordination including use of a
computer keyboard; to travel to other locations using various modes of private and commercial
transportation; and to verbally communicate to exchange information
Vision – See in the normal visual range with or without correction
Hearing – Hear in the normal audio range with or without correction