Administrative Project Management

Knowledge, Skills, and Abilities (KSAs): Knowledge of project management principles. Effective oral and written communication, time management, problem-solving, and customer service skills. Ability to manage multiple projects or estimates. Ability to analyze and document project failures and successes. Ability to lead meetings effectively. Ability to hold others accountable for project outcomes.

Role Description

Responsible for all phases of project management from project design to completion. Focuses on full complement of project management using specialized knowledge and skills usually acquired through formal education, specialized training, or certifications. This role may supervise or provide work direction to others; however, this is secondary to the primary functions of the job. Competencies for this role are usually gained through formal education, specialized training, and/or experience in a program or specialty area specific to the position responsibilities. Specialized and progressively responsible experience is required as the level increases.

Typical Functions:

Manages all phases of projects, including managing and overseeing activities of various groups of internal and external stakeholders, personnel, and vendors.
Ensures supplies are available for project work.
Plans work schedules and determines key milestones and measurement criteria, identifies problems, and creates time and budget estimates for projects.
Prepares and communicates cost estimates or scope changes for projects; analyzes costs, benefits, and feasibility of projects.
Meets with clients to review projects, to develop specifications, and to assist with completion of work.
Prioritizes and assigns tasks to both the department and university personnel.
Anticipates and mitigates risks.
Evaluates requested changes to projects and communicates changes to project team members.
Ensures deliverables are completed and outcomes are achieved on schedule.
Recommends expenditures related to the project.
Creates and updates project documentation.
Identifies, captures, and analyzes project-performance metrics for evaluation.
Designs and delivers project-related training.
Develops, implements, and improves processes and procedures.
Manages procurement solicitations and selection.
Manages preparation and processing of contracts related to projects and ensures deliverables are being met.
Enforces project timelines and negotiates changes to timelines and scope of project.
Negotiates with vendors; reviews and resolves disputes related to project deliverables.
Performs record management functions.
Creates, disseminates, and delivers reports, presentations, and status updates for key stakeholders.
Creates and submits proposals to secure funding.
Mentors and trains other employees.

Levels

Administrative Project Coordinator

Coordinates focused projects in assigned area(s) of expertise.
Work is guided by objectives and expected outcomes with general direction; refers new or complex problems to a higher level.
Resolves questions or problems within established policies and procedures.
Decisions impacting budget, scope, and schedule are typically made in consultation with stakeholders and supervisor.

Education/Experience:

Typically requires a high school diploma and three years of relevant experience, or an equivalent combination of education, training, and experience. Certified Associate in Project Management, Project Management, or other relevant certification preferred.

Administrative Project Management 1

Manages complex projects in assigned area of expertise.
Selects methods, techniques, and evaluation criteria for obtaining results consistent with broadly defined policies, procedures, practices, and professional standards.
Uses innovative solutions to solve problems, and modifies solutions when competing policies are present.
Exercises latitude to determine objectives.

Education/Experience:

Typically requires a bachelor’s degree in a relevant field and two years of relevant experience, or an equivalent combination of education, training, and experience. Relevant certification may be preferred.

Administrative Project Management 2

A senior-level individual contributor that leads multiple, complex, and large projects.
Works independently on work assignments, which may include highly complex or strategic assignments.
Reviews progress, evaluates results, and updates management as appropriate.
Analyzes, compares, and evaluates various courses of action and has the authority to make independent decisions on complex issues within scope of responsibility.
Focuses on short- and long-term strategies and advises on strategic issues that arise.

Education/Experience:

Typically requires a bachelor’s degree in a relevant field and four years of relevant, progressively responsible project management experience related to area of specialty, or an equivalent combination of education, training, and experience. Project Management certification or other relevant certification may be required.