Project Administrator

Department

SING Science Strategy

About the Department

Our team works closely with faculty, deans, senior leadership, administrative units, and outside partners to facilitate ideas with great potential for innovation and impact that require deep, seamless collaboration. Together, we help University experts identify and foster ambitious opportunities to expand the reach of science, technology, and innovation, develop partnerships and drive funding to science and engineering, and assess and advance collective science and technology activities.

Job Summary

We are seeking a highly organized, adaptable, and proactive Project Administrator to join our team. The ideal candidate manages aspects of key science, research and partnership programs, special projects and events from conception to completion as well as provide administrative support to the Science Strategy Office and Corporate Engagement Office. The Project Administrator will help administer a portfolio of programs, special projects, and move events forward while ensuring that day-to-day operations of these offices run smoothly.

Responsibilities

• Provides administrative management for strategic partnership programs and programs related to major University-wide research and science initiatives.
• Develops detailed work plans, schedules, project estimates, resource plans, and status reports while being the point of contact for those projects and programs.
• Manages the integration of vendor tasks, and tracks and reviews vendor deliverables
• Tracks deliverables, processes, communications for master research relationships with corporate partners, and other special projects.
• Develops and executes processes for timely reporting on programs, projects, and strategic initiatives.
• Oversees and guides the planning and implementation of multiple high profile and high touch events which often engage trustees, government senior officials, senior executives from corporate partners, and University leaders.
• Oversees and guides the planning and implementation of visiting delegations from current and potential partner organizations.
• Oversees and guides the planning and implementation of large events, including public lectures, conferences, and workshops.
• Works closely with the Assistant Vice President for Science and the Assistant Vice President for Corporate Engagement to understand event and delegation objectives and make recommendations on event design to meet those objectives.
• Coordinates with other University units on event planning and execution including the Office of the President, Office of the Provost, Deans’ offices, Office of University Events and Ceremonies and others.
• Manages the integration of vendor tasks and tracks and reviews vendor deliverables.
• Coordinates events, research logistics, assists with planning and preparing presentations, event outreach, and post-event write ups.
• Provides confidential and high-level administrative support for Science Strategy Office and Corporate Engagement Office leaders. Stays informed of activities relating to University programs and initiatives, apprising the leaders of issues when deemed necessary.  Coordinates information flow from leaders’ offices to University. Relieves leaders of administrative responsibilities.
• Initiates correspondence and other written materials under own signature or for signature of the leaders. Triages emails and telephone calls for action. Resolves routine and complex inquiries.
• Coordinates special projects as directed by the Science Strategy Office and Corporate Engagement Office leaders
• Manages calendars for all three executives, especially complex meeting scheduling, which involves exercising considerable discretion and judgment as to priorities and effective use of their time.
• Provides general administrative support by assisting with travel requests, managing calendars, and GEMS reports.  May prepare and manage distribution of confidential correspondence.
• Coordinates events, researches logistics, assists with planning and preparing presentations, event outreach, and post-event write ups.
• Assists with other administrative projects as needed and acquire higher level guidance and skills.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications
 

Education:

• Bachelors degree.

Experience:

• Higher e