Project Administrator presso None

POSITION SUMMARY: The IT Project Administrator supports the IT department with complex administrative tasks including developing and maintaining department documentation such as meeting notes and tracked deliverables. The Administrative Specialist also maintains all headcount records and staffing models. The position leads the budget process and manages IT vendor relationships and serves as the liaison with Legal and Compliance and Accounting staff for contract, invoice, expense and budget administration.   

ESSENTIAL FUNCTIONS: The following are the usual, basic and essential functions of the position. However, this job description does not preclude the performance of other duties by the incumbent. These functions are not to be construed as an exhaustive list of all responsibilities, duties, and skills required:

• Assist VP in monitoring department and management team assignments.  Combine assignment deliverables into consolidated documents for VP review.   Follow up with management team members to ensure documents are submitted by assigned deadlines.   
• Manage assigned duties including planning, monitoring, scheduling, coordinating, and reporting activities
• Research, compile and prepare complex reports as directed and review, analyze, and prepare drafts of reports for dissemination
• Assist in the development and maintenance of the staffing model and related document
• Schedule meetings, prepare and distribute agendas, support materials, timelines, meeting minutes, and follow-up action items for team members
• Develop and maintain process to ensure invoices are prepared, reviewed signed by appropriate management team members forwarded to accounting for processing in a timely manner.   Receive and review invoices.   Audit for accuracy.  Prepare appropriate Accounting required documents for invoice payments.  
• Manage all aspects of vendor and contractor management such as maintaining updated vendors lists with contact and contract information and working with SMEs to monitor vendor performance. 
• Serve as the primary purchaser for goods and services, ensuing purchasing policies, goals, objectives, and procedures are followed with the Division
• Confirm the accuracy of invoices, including verifying against contract pricing and reconciling purchase requests, contracts, invoices, and payments
• Review all invoices for appropriate documentation and approval prior to payment
• Prepare invoice packages for payment, including accurately preparing DVRs and purchase requests
• Verify vendor accounts by reconciling monthly statements and related transactions including reconciling vendor statements, researching and correcting discrepancies as needed and applying applicable discounts and credits
• Maintain procurement records such as items or services costs, delivery, quality or performance
• Ensure internal documentation and system procedures are timely and accurately completed
• Receive, organize, and code credit card receipts from multiple users, resolving any outstanding items.  Prepare expense reports for review, signature and processing
• Serve as active member of annual budget planning workgroups for the division.  Review expenses monthly, reconcile against accounting reports and identify and discuss discrepancies with leadership team.  

REQUIRED EDUCATION AND EXPERIENCE: 

• High School Diploma
• 5 years relevant experience

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of basic accounting principles 
• Ability to perform mathematical computations such as percentages, fractions, addition, subtraction, multiplication and division quickly and accurately
• Intermediate level proficiency in Microsoft Office applications (primarily Excel and Word, PowerPoint) 
• Superior attention to detail, results oriented, tenacious with a sense of urgency to meet deadlines
• Excellent organizational and time management skills
• Strong analytical, problem solving, and decision-making skills
• Ability to communicate effectively verbally and in writing
• Skilled in the preparation and presentation of written and oral reports 
• Ability to work independently and with a team in a fast-paced and high-volume environment with emphasis on accuracy and timeliness
• Customer service oriented interpersonal skills and ability to deal effectively with both external and internal customers/vendors
• Ability to interact with employees and vendors in a professional manner
• Ability to resolve conflict
• Ability to be flexible and manage multiple projects simultaneously
• Ability to multi-task and efficiently organize the workflow

PHYSICAL REQUIREMENTS: Requires the ability to speak, hear, and use a personal computer for standard business communications and the ability to lift up to 20 pounds.