Project Administrator - Temporary
About The Position
The Project Administrator provides dedicated support for a fast-paced, cross-functional project. The role maintains project organization, coordinates meetings and workstreams, documents key decisions and action items, and tracks follow-up activities through completion. The administrator works across multiple stakeholders and priorities to keep project activities organized and on track, using strong attention to detail and proactive follow-through while identifying key decisions, dependencies, and next steps in a high-volume, evolving project environment. The position coordinates project meetings and workstreams; prepares agendas and meeting materials; captures and distributes notes, decisions, risks, issues, dependencies, open questions, action owners, and deadlines; and follows up with owners, escalating overdue or at-risk items as appropriate. It maintains project documentation, version control, trackers, action and decision logs, and other project artifacts; helps organize information across workstreams and identify missing information or outstanding deliverables; and creates, updates, and proofreads presentations, project updates, FAQs, and other communications. The role requires a high school diploma or equivalent and at least two years of relevant project-based support experience. Preferred background includes supporting large-scale transformation, implementation, operational, technology, or healthcare projects; working in a PMO or structured project management environment; and experience with project management concepts and project/document management platforms. The position may involve travel up to 5%, work in a climate-controlled office, occasional handling of materials up to 15 pounds, and use of safety equipment for infection prevention.
Requirements
- High school diploma or equivalent.
- At least 2 years of experience in project coordination, project administration, PMO, implementation, or similar project-based support.
- Experience coordinating meetings involving multiple functions and levels of stakeholders.
- Experience developing presentations, FAQs, trackers, meeting materials, and other structured project documentation.
- Demonstrated experience capturing meeting notes, decisions, action items, owners, and deadlines.
- Strong proficiency with Microsoft PowerPoint, Word, Excel, Outlook, and Teams.
- Excellent judgment and interpersonal skills when interacting and collaborating with other departments.
- Strong organization, attention to detail, and ability to maintain accurate documentation and version control.
- Proactive follow-through and ability to track action items and drive timely completion.
- Ability to adapt to changing information, priorities, and deadlines in a fast-paced, deadline-driven environment.
- Ability to communicate effectively with subject-matter experts, project managers, leaders, and cross-functional stakeholders.
- Ability to gather and organize information from multiple contributors into clear, polished project materials.
- Ability to identify and track decisions, action items, owners, and deadlines.
- Ability to manage multiple meetings, workstreams, deliverables, and priorities.
- Strong written and verbal communication skills.
- Ability to work independently while supporting a broader project team.
Nice To Haves
- Experience supporting large-scale transformation, implementation, operational, technology, or healthcare-related projects.
- Experience working within a PMO or structured project management environment.
- Familiarity with project management concepts such as milestones, dependencies, risks/issues, decision logs, action-item tracking, and workstreams.
- Experience working with multiple subject-matter experts to consolidate information into executive-ready or end-user-facing materials.
- Experience with SharePoint, Smartsheet, or similar project/document management platforms.
Responsibilities
- Coordinate project meetings, workstream meetings, working sessions, and other project-related discussions.
- Prepare agendas and organize materials in advance of meetings.
- Capture concise meeting notes, including decisions, risks, issues, dependencies, and open questions.
- Document action items with clear owners and due dates, distribute notes and follow-up items promptly, and proactively follow up with action owners.
- Escalate overdue or at-risk items to project leadership as appropriate.
- Maintain meeting schedules and help ensure appropriate stakeholders and subject-matter experts are included.
- Maintain organized project documentation and shared project materials, including document version control.
- Maintain trackers, action logs, decision logs, meeting materials, and other project artifacts.
- Help organize information across workstreams and identify missing information, outstanding deliverables, or areas requiring follow-up.
- Create and update PowerPoint presentations, project updates, FAQs, meeting materials, and other communications.
- Proofread materials for clarity, accuracy, consistency, and formatting before distribution.
- Collaborate effectively with departments, subject-matter experts, project managers, leaders, and cross-functional stakeholders.
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What This Job Offers
Career Level
Entry Level
Education Level
High school or GED
