Portfolio & Project Administrator

Virginia Commonwealth University•Richmond, VA

1d•Hybrid

About The Position

The Portfolio & Project Administrator provides administrative and project administration support for LEDstudio. Working across LEDstudio teams, the position plays a central role in organizing projects, aligning priorities, and ensuring smooth coordination among instructional design, media, and learning innovation staff. The Portfolio & Project Administrator brings strong organizational skills, sound professional judgment, and the ability to work independently while managing sensitive information with discretion. This role enhances operational efficiency and provides the infrastructure necessary to support LEDstudio's growing portfolio of initiatives.

Requirements

Undergraduate degree in Business Administration, Communications, Public Administration, Education Leadership, or related field
Minimum 3-5 years of professional administrative experience in a complex, multi-unit environment (higher education, corporate, or non-profit)
Exceptional organizational skills and meticulous attention to detail, with a track record of error-free work in high-stakes environments
Advanced proficiency in Google Workspace (Gmail, Calendar, Drive, Docs, Sheets) and project management tools (SmartSheet or equivalent) and the ability to work within university-required programs and database management tools
Professional judgment and discretion in handling confidential matters
Ability to interact professionally and confidently with senior administrators, Deans, Provosts, and external partners
Excellent interpersonal, communication (verbal and written), and customer service skills required.
Must have a pleasant, positive, professional attitude, adhere to confidentiality of records and information, and must abide by the VCU Code of Conduct
Familiarity with project management applications/processes
Demonstrated ability to organize, prioritize, and handle multiple tasks in a diverse, fast-paced environment within deadlines with minimal supervision
Must be able to work independently and make sound recommendations and decisions to resolve problems and make improvements
Proven ability to work as a contributing and collegial member of a team, and to communicate proactively within the team environment, with supervisors, and with the leadership team
Proven time management skills
Demonstrated ability to work in and foster an environment of respect, professionalism and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a staff member at VCU

Nice To Haves

Experience supporting teams in higher education or complex academic environments
Familiarity with higher education administrative structures, governance processes, and faculty affairs
Experience coordinating multi-institutional partnerships or collaborative initiatives
Knowledge of project management methodologies and tools beyond basic task tracking

Responsibilities

Administer, coordinate, and track multiple projects and initiatives across LEDstudio’s portfolio, ensuring alignment with unit and institutional priorities
Develop and maintain project timelines, work plans, and priority trackers to support effective planning and execution.
Monitor progress, milestones, and deliverables across initiatives, ensuring accountability and timely completion
Identify potential risks, conflicts, or delays and proactively communicate concerns while coordinating across collaborators
Prepare status updates, summaries, and reports to support leadership awareness and decision-making
Manage scheduling and coordination for project-related activities across multiple academic and administrative units
Maintain organized systems to track tasks, deadlines, and deliverables to ensure continuity across a complex portfolio
Serve as a primary point of contact for project administration, exercising professional judgment to triage requests and facilitate next steps
Support alignment of day-to-day activities with broader project goals and strategic priorities
Coordinate communications among internal teams, university partners, and external collaborators to support project execution
Draft, edit, and proofread correspondence, reports, presentations, and project materials to ensure clarity, accuracy, and consistency
Ensure messaging aligns with institutional standards and is consistent across units and collaborators
Handle sensitive information with discretion and professionalism.
Coordinate project-related meetings, including scheduling, agenda development, and preparation of presentation, background and briefing materials
Attend select meetings to document key decisions, action items, and timelines, and ensure appropriate follow-up
Organize and maintain centralized documentation, including meeting records and project materials, to support continuity and institutional memory
Conduct background research and information gathering to support project planning
Coordinate arrangements, itineraries, and logistics related to project and unit activities
Process administrative transactions in compliance with university policies, grant requirements, and guidelines
Maintain accurate records and documentation to support operational consistency, reporting, and compliance requirements
Other duties as assigned in response to the unit’s needs.