Project Administrator - CORE

Houston Food Bank • Houston, TX

7d • $55,000 - $68,750 • 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level