Project Administrator - CORE

Houston Food Bank•Houston, TX

6d•Hybrid

About The Position

The Project Administrator – CORE is responsible for managing project timelines and internal deliverables related to the CORE by Houston Food Bank (CORE). The Project Administrator role collaborates with all departments and task owners throughout Houston Food Bank (HFB). This role may need to attend meetings outside of traditional work hours. Adhere to PACT values. (Purpose: Using our strengths passionately to contribute to our mission. Accountability: Choosing to rise above one’s circumstances and demonstrating ownership to achieve results. See It. Own It. Solve It. Do It. Courage: Standing up for what’s right and acting. Transparency: Doing things openly and honestly).

Requirements

Bachelor's degree from an accredited four-year college or university in Business Management, Communications, or a closely related field (strongly preferred) or a combination of education and relevant experience
5 years of experience coordinating large-scale/multi-faceted projects
Proven track record of leading through influence throughout all levels within an organization
Solid understanding of business process principles
Plus 3-5 years of direct senior-level administrative support experience or extensive exposure to C-Suite protocols and executive meeting etiquette, including capturing meeting minutes
Working knowledge of HFB strongly preferred
Must have reliable transportation, a valid driver’s license, and insurance
Proficient in Microsoft Office Suite, including but not limited to Excel, Word, PowerPoint, Outlook, Google Sheets, and Docusign
Working knowledge of Artificial Intelligence (AI) platforms and programs
Must be proactive, have meticulous attention to detail and execution of all responsibilities, strong judgment, and decision making, and be forward-thinking
Ability to work effectively with situations that require tact and diplomacy
Ability to work on multiple projects simultaneously on a variable schedule based on project demand
Prior experience managing sensitive or confidential information
An active listener - giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times
Ability to meet and work with diverse populations and the general public
Must have excellent written and verbal communication skills with the ability to effectively interact and communicate with all levels within the company in English
Ability to learn new software systems
Strong customer service skills and willingness to assist others
Strong organizational skills, including the ability to multitask, prioritize, and thrive in a fast-paced environment
Demonstrated ability to work independently to complete projects and effectively collaborate with cross-functional teams and senior-level leadership
Strong analytical and problem-solving skills
High attention to integrity, ethics, and sensitivity, particularly regarding confidential information
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.
Ability to deal with problems involving a few concrete variables in standardized situations.
Is legally able to work in the United States.

Nice To Haves

Project Manager Professional (PMP) Certification preferred

Responsibilities

Coordinates and documents cross-functional internal projects related to the CORE facility and transition, including operational workflows, move planning, equipment readiness, staffing impacts, and process continuity.
Creates and maintains detailed project plans, timelines, trackers, status updates, and risk logs to monitor progress and ensure accountability across departments.
Partners with department leaders to identify operational inter/intra dependencies, potential disruptions, and transition risks, and proactively develop mitigation strategies.
Coordinates and facilitates regular readiness meetings with internal stakeholders to review progress, remove barriers, clarify responsibilities, and escalate issues as needed. These meetings may include external project team members.
Tracks project deliverables and ensures that assigned tasks are completed on time and in alignment with broader organizational priorities, transition goals, and timelines.
Develops communication tools and reporting materials to keep leadership informed of transition progress, decision points, risks, and resource needs.
Prepares presentations and reports for the Building Committee and Board of Directors at the direction of the COO.
Attends and/or hosts relevant meetings, documents, and follows up on key takeaways, adheres to deadlines, and participates as a vital member to collectively advance project objectives.
Carries out responsibilities following the organization's policies and applicable laws. Responsibilities include planning, assigning, and directing work, as well as resolving problems.
Sponsors, directs, coordinates, and supports projects and participates in and/or supports project teams sponsored by other management team members.