Project and Administrative Services Coordinator
Southern Wake Campus
Closes: Sunday, April 30, 2023
Target Start Date
Expected Work Hours
Knowledge, Abilities and Skills
Project Planning: Demonstrated skills in:
- developing a project plan
- creating objectives and metrics for success
- defining stakeholders and roles
- defining scope and budget
- establishing milestones, deliverables and interdependencies
- establishing timelines and schedules
- developing and implementing communication plans
Demonstrated ability to lead the work of a team to achieve project goals within given constraints.
Demonstrated ability to use project management software to develop a schedule, assign resources to tasks, track progress, manage budgets and analyze workloads.
Ability to organize people and integrate processes that maximize efficiency, reduce duplication, preferably using software solutions.
Ability to work independently with minimal supervision, with the ability to plan and prioritize time spent on tasks and to independently make adjustments to increase effectiveness, efficiency, and productivity.
Ability to gather, analyze and report data from budget reports to explain the availability and expenditure of funds and to forecast future expenditures.
Ability to import, organize, format and filter data, write and use common formulas to summarize and analyze data using functions (such as “SUMIF” and “COUNTIF” and create charts, graphs, tables and pivot tables from raw data.
Ability to collect and synthesize information from primary research and merge with data analyses to produce briefs that provide insights, such as annual reports showing the progression toward project goals.
Ability to manage day-to-day activities associated with the functioning of the division, including budget planning and management, record keeping, contracting, personal development, and logistics.
Demonstrated writing skills to produce briefs and progress reports based on insights gleaned from research and data that are easily accessible by users.
Effective verbal communication skills aimed at clearly and succinctly conveying meaning in messages, presentations, etc.
Strong interpersonal skills, emotional intelligence and maturity, with the ability to build and maintain relationships with diverse stakeholders and a promote a welcoming office climate while also maintaining discretion and confidentiality that engenders trust among students, staff, faculty, senior leadership, Board Members and the community.
Ability to prepare and deliver effective presentations.
Ability to bring together diverse stakeholders from across the college to achieve results for a common goal.
Ability to define a problem, generate ideas, evaluate and select solutions, and implement and evaluate solutions.
Demonstrated customer service orientation that drives a culture of service excellence, professionalism and a positive attitude
Three years project management experience with diverse management-level or research teams.
Or an equivalent combination of education and experience
A certification or post-secondary certificate, diploma or degree in project management.
Five years project management, supervisory leadership and/or management level support.
Previous work experience in higher education or economic/workforce development.
This position assists the Executive Director in managing services, projects, strategies and initiatives within the division and across the college to ensure they effectively work together to meet the needs of stakeholders and achieve outcomes that realize the mission, vision and goals of the college.
Most postings are open for a limited time, depending upon the number of applications received. When the stated closing date is "Continuous", please apply immediately. The position may close without notice.
RESPONSIBILITIES AND DUTIES (*ESSENTIAL FUNCTIONS):
To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described
*Assist in development and implementation of college-wide project and team charters, action plans and closures.
*Work closely with division personnel to coordinate and monitor schedules, deliverables, requirements and interdependencies among services, projects, initiatives, and strategies.
*Work closely with the President’s office to coordinate and monitor schedules, deliverables and interdependencies of actions being implemented for strategic initiatives, as assigned.
*Assist in developing and executing comprehensive and college-wide communication and change management plans.
*Identify, implement, and administer project management and other technology tools needed for communication and other strategic initiatives and services.
*Track strategic goals and metrics and prepare progress reports on results, including those involving data, assessment, research, and evaluation.
*Track, manage and report on division budgets
*Manages day-to-day operations and operational processes, procedures and paperwork of the division, including travel, contracts, purchasing and budgets, preparing budget reports as needed and ensuring compliance with college policies and schedules.
*Prepares, manages, and maintains all official correspondence and records, including with state, federal and accreditation authorities.
Coordinate college-wide events and visits of external partners and regulatory entities.
Coordinate meetings and develop a system of documentation and follow-up of action items.
Working with the division, stakeholders and the President’s office, plan, track, follow-up and report on project statuses, outputs, and outcomes.
Manages project documentation such as charters, project plans, and program closures.
Continually assess stakeholder needs and gaps related division services, projects and strategic initiatives and work with stakeholders and divisions to address them
Analyze and resolve issues that impact performance and the ability to produce deliverables
Prepare and share reports and briefs that include data and insights from research as assigned.