Project Management Administrator at Omaha Public Schools

Job Title: Project Management Administrator

Location: Teacher Administration Center (TAC), 3215 Cuming Street, Omaha, NE 68131

Reports to: Executive Director of Information Management Services (IMS)

Work Schedule/FLSA Status: 12-month/ Exempt

Salary Schedule: Non-negotiated salary scale - Administrator S04_26Z / Salary credit may be awarded for applicable experience. Placement on the salary schedule will follow the applicable summary document.

Desired Start Date:  Mid-October 2025

Position Purpose:  The Project Management Administrator is generally responsible for the coordination and completion of projects on time, within budget, and within scope. Oversee all aspects of projects and project managers. Coordinates project managers to set priorities,  deadlines, assigns responsibilities, monitors, and summarizes progress of projects. Prepare reports for upper management regarding the status of projects.

Knowledge, Skills, and Abilities:

• Minimum of a bachelor’s degree required; master’s degree preferred.
• Minimum three years in leadership position, with project management experience preferred.
• Project Management Certification preferred.
• Proficiency with Microsoft Suite products, including Word, Excel, Visio, and project management specific software applications.
• Ability to provide skilled facilitation services to support teams in meeting or exceeding project expectations.
• Ability to build and maintain effective relationships with a wide range of people in addition to IMS team representatives, including project sponsors, senior managers, stakeholders/customers external agencies and vendors.
• Strong knowledge of current hardware, software and communication technologies utilized in an educational environment.
• Demonstrated knowledge and skills working with project scheduling software applications.
• Strong written and communication skills and ability to prepare and conduct presentations.
• Effective skills in leadership, team building, communication, budget planning, and strategic planning.
• Demonstrated ability to exercise sound judgment and manage conflict, including appropriate handling of all confidential matters.
• Strong understanding and experience in the deployment of project life cycle methodology and associated project phase requirements.
• Strong organizational skills and the experience and knowledge to balance multiple projects simultaneously.
• Problem sensitivity awareness and the ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.

Essential Performance Responsibilities

• Leads, coordinates, and manages District information technology (IT) projects, as directed.
• Develops project scope, goals, milestones, and deliverables.
• Develops and maintains a detailed project schedule, which includes administrative tasks and all sites involved in the project(s).
• Proposes project cost analysis and budget forecasting.
• Functions as project leader on major continuous improvement process efforts, including directing the work of others on projects of lesser scope.
• Develop and manage work breakdown structure (WBS) of information technology projects.
• Defines project objectives and progress tracking measures.
• Develops cross-functional, change management and implementation strategies, ensuring that all participating parties have committed to effectiveness of the processes and procedures.
• Attends meetings/conferences as a technology project team representative. 
• Presents to the Board of Education key technology items relating to existing and/or planned district technology projects (upon request).
• Evaluates software/hardware requirements and/or enhancements before recommending purchases.
• Communicates with hardware and software vendors throughout the project management process.
• Works with the IT Training team to develop training plans/strategies for IMS staff and/or technology users, District staff during project implementation.
• Provides excellent customer service to staff and vendors. 
• Communicates project status to stakeholders.
• Resolves problems related to the project.
• Delegates appropriate project tasks and responsibilities to staff members.
• Conducts project closeout meetings.
• Maintains and keeps current Project Management calendar.
• Works directly with staff to develop a comprehensive workflow process for each project.
• Coaches, mentors, and supervises project team members and contractors, and influences them to take positive action and accountability for their assigned work.
• Works with key stakeholders to identify opportunities for future technology projects to expand the use of Enterprise Applications as appropriate.
• Conducts meetings to determine requirements based on new project priorities, changes in legislation, and system needs.
• Leads strategic and tactical information technology planning efforts that align with the District’s strategic plan.
• Supports the Technology Refresh Planning & Coordination through understanding and supporting the district’s long-term technology refresh/injection plan for student and staff devices.
• Coordinate device rollouts across schools based on age, condition, and lifecycle of existing hardware.
• Track and manage project budgets, ensuring cost-effectiveness and compliance with funding sources
• Build and maintain relationships with technology vendors, resellers, and OEMs.
• Negotiate pricing, service-level agreements (SLAs), and warranties.
• Oversee contract execution, renewals, and ensure fulfillment of terms.
• Coordinate device shipments, warehousing, delivery logistics, and final distribution to schools.
• Manage device buyback partners for obsolete technology in compliance with environmental regulations.
• Support process for tracking devices, including barcoding, asset tagging, and inventory control systems  
• Help define end-of-life policies for student take-home devices and returns.
• Complies with District, local, state, and federal laws, and standards.
• Keeps abreast of technology developments relating to current trends/issues and educational needs.
• Current ongoing projects include (subject to change):
• District Calendar Coordination: Lead the annual coordination and publication of district priority calendars, ensuring alignment with academic, operational, and districtwide initiatives.
• DPA (Data Protection Agreement) Oversight: Manage the review and processing of vendor data protection agreements, ensuring compliance with district policy and student data privacy regulations.
• E-Rate Program Management: Serve as the district’s designated E-Rate representative, overseeing federal filings and ensuring compliance with funding requirements to support technology infrastructure.
• Network Billing Review & Approval: Review, validate, and approve monthly IMS-related network billing and services to ensure accuracy and proper allocation of funds.
• Mandatory Professional Development (Canvas): Coordinate the deployment and tracking of mandatory staff professional development modules within the Canvas LMS, supporting district-wide compliance and training goals.
• Genetec Lockdown Implementation: Facilitate the integration and rollout of the Genetec emergency lockdown system across district facilities, collaborating with security, IT, and school leaders.
• School Readiness Committee Facilitation: Lead the cross-departmental School Readiness Committee to ensure timely execution of operational and academic tasks necessary for each new school year.

Additional Duties Performs other related tasks as assigned by supervisor and other central office administrators as designated by the Superintendent.  

Equipment:  This position requires the ability to use basic office equipment such as computers, copiers, scanners, and fax machines. Must always comply with OPS’s guidelines for equipment use.

Travel:  Travel within the District will be required. Travel outside the District may occasionally be required.

Physical and Mental Demands, Work Hazards:

• Must be able to respond rapidly in emergency situations.
• Must have organization, time management, communication, and interpersonal skills.
• Work in an office environment, school buildings, and warehouse setting.
• Ability to lift, move and reposition objects and materials- frequently exerting force equal to lifting fifty (50) pounds.

Interrelations:

• Contact with personnel within the district and with customers and vendors.
• Will be working under the direct supervision of the department supervisor in order to complete day to day tasks.
• Models professionalism and a positive work ethic.
• Maintains and builds trust by promoting honesty and integrity.
• Adheres to the District’s ethical policies and practices.
• Will be working with a diverse population requiring the ability to handle all situations with tact and diplomacy.
• Must understand and respond appropriately to customer needs and maintain a positive attitude with all customers and colleagues.
• Expected to interact with all internal and external customers in a friendly, professional manner and provide quick, responsive customer service.

Employee Punctuality and Appearance

• In order for schools to operate effectively, employees are expected to perform all assigned duties and work all scheduled hours during each designated workday, unless the employee has received approved leave.
• Any deviation from assigned hours must have prior approval from the employee’s supervisor or building administrator.
• All employees are required to report to work dressed in a manner that reflects a positive image of Omaha Public Schools and is appropriate for their position.

Terms of Employment 

This position is treated as a full-time exempt position. The terms of your employment will be governed by applicable state laws regulating employment or teaching in a Nebraska public school and Board of Education policies, as those laws and policies may change from time to time. If your position is represented by a collective bargaining representative, then your employment will also be governed by a negotiated agreement between OPS and that collective bargaining representative. 

Terms of employment are contingent upon: 

• A background check which demonstrates background is acceptable for the position sought and working with or around students. 
• Verification of U.S. Citizenship or legal authorization to work in the United States. 
• Successful completion of a tuberculosis skin test (if required by federal law for your position). 
• Execution and delivery to OPS of an Administrator Contract presented by OPS.

Omaha Public Schools does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), marital status, sexual orientation, disability, age, genetic information, gender identity, gender expression, citizenship status, veteran status, political affiliation or economic status in its programs, activities, employment, and provides equal access to the Boy Scouts and other designated youth groups. The following individual has been designated to handle inquiries regarding the non-discrimination policies: Director for the Office of Equity and Diversity, 3215 Cuming Street, Omaha, NE 68131. (531-299-0307)   

The Omaha Public School District is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process please contact the human resources department at 531-299-0240.