Program Administrator

Stantec•Sacramento, CA

3d•Onsite

About The Position

The Program Administrator (PA) works in conjunction with Project Managers and Account Manager to create and manage the day-to-day administration of client programs supporting project workflows including scheduling, meeting minutes and action delegation, proposal and change order support, and technology support. The primary responsibility of the PA is to handle as many non-technical aspects of project management as possible to allow the PM to focus on the technical components of the project. This role will work directly with Project Managers, however, will require independent work styles.

Requirements

Knowledge of a variety of computer software, specifically, Microsoft Word, Microsoft Excel, Microsoft Power Point, and Adobe Acrobat
Ability to multi-task and prioritize in a fast-paced environment, with flexibility to juggle numerous writing projects simultaneously in a rapidly changing environment
Excellent interpersonal skills and ability to interact with all levels of staff and management
Strong command of the English language in documentation with excellent communication skills
Ability to quickly learn new software applications to improve speed in delivering final product
Must possess a high degree of confidentiality
Ability to work flexible hours as projects and deadlines require
Must bring initiative to identify and execute tasks to support successful project delivery
Degree/diploma/certificate or equivalent in related field; or equivalent combination of education and experience.
Minimum of 5 years of relevant work experience.

Responsibilities

Has the ability to work and acclimate to different styles of PMs
Go-to person for project setup and financial tracking
Administering contracts from initialization to close-out
Responsible for tracking/logging the status of proposals and contracts throughout the approval cycle, and follow up with PM’s and client contacts and sub-consultants as directed
Creating and updating Project Setup Forms, Project Implementation Plans, and Project Files
Prepares, or assists in the preparation of contract documents, letters, or reports as assigned
Will need to learn client communication portals for the transmittal of contract related documents and invoices
Code invoices, verify budgets on tasks and correspond with the sub-consultants on revisions of invoices as necessary
Review proposals and contracts and gain an understanding of scope of work, schedule, fees, and limitations and conditions
Understand Stantec’s Signing Authority Matrix (SAM) and PM Framework
Be point person on Insurance – aware of COI requirements for Stantec and client
Knowledge of HSSE and work with PM to ensure project is meeting all requirements
Be familiar with sector marketing and pipeline to assist with project set up in systems.
Assist PMs with ISO-9001 Quality Management System compliance and internal/external project audits
Ability to receive and work with necessary information in various formats (i.e. via reports, spreadsheets, emails, in-person meetings, project schedules)
Help identify need for change orders and assist with prep and follow-up and reallocation of project/task budgets as needed, in coordination with the PM and PA
Assist with project closeout