Position Summary
We are seeking a highly organized and proactive Project Administrator to support the planning, coordination, execution, and oversight of multiple technical projects. This role serves as a central coordination point between project managers, technical teams, business stakeholders, and leadership to ensure projects remain organized, risks and dependencies are actively managed, and commitments are completed on schedule.
The Project Administrator helps teams translate requirements into actionable work, establish and maintain project schedules, facilitate Agile ceremonies, track progress, identify and mitigate risks, coordinate dependencies, and develop high-quality project deliverables. The ideal candidate is comfortable working across multiple teams and initiatives and can turn complex project activities into clear plans, actions, decisions, and executive-level status reporting.
Key Responsibilities
Project Planning and Scheduling
- Develop, maintain, and manage integrated project schedules using Microsoft Project, JIRA, and other project management tools.
- Work with project managers, technical leads, and stakeholders to define project activities, milestones, dependencies, and deliverables.
- Establish project baselines and continuously track actual progress against planned schedules.
- Identify schedule impacts, critical dependencies, resource conflicts, and potential delays.
- Coordinate activities across multiple technical and business workstreams.
- Develop and maintain project plans, milestone schedules, action trackers, and supporting project documentation.
Project Status and Performance Management
- Collect status from project teams and consolidate information into clear weekly, monthly, and executive-level status reports.
- Track project milestones, accomplishments, upcoming activities, issues, risks, decisions, and dependencies.
- Develop dashboards and reporting mechanisms that provide leadership with visibility into project health and performance.
- Identify deviations from project plans and work with project leadership to develop corrective actions.
- Maintain accurate project information within Jira, SharePoint, Microsoft Project, and other approved collaboration tools.
Risk, Issue, and Dependency Management
- Establish and maintain project risk, issue, action, and dependency (RAID) logs.
- Facilitate risk identification sessions with project and technical teams.
- Evaluate project risks for probability, impact, urgency, and potential downstream effects.
- Work with responsible owners to develop and track risk mitigation and contingency actions.
- Escalate critical risks, issues, decisions, and dependencies requiring management attention.
- Track mitigation actions through closure and communicate changes in project risk posture to stakeholders.
Agile / Scrum Facilitation
- Facilitate sprint planning, daily stand-ups, backlog refinement, sprint reviews, retrospectives, and other Agile ceremonies.
- Track epics, features, user stories, tasks, defects, and dependencies using Jira.
- Monitor sprint progress, velocity, blockers, and team commitments.
- Identify and remove or escalate impediments affecting team delivery.
- Promote transparency, accountability, collaboration, and continuous improvement across project teams.
Deliverable Development and Management
- Coordinate the development, review, approval, and delivery of project documentation and contractual deliverables.
- Develop and/or contribute to project plans, status reports, schedules, meeting materials, briefings, presentations, requirements documents, risk reports, decision papers, and other project artifacts.
- Establish deliverable schedules and coordinate inputs from technical and functional subject matter experts.
- Review deliverables for completeness, consistency, accuracy, and compliance with established standards.
- Track deliverables through development, internal review, customer review, approval, and final submission.
Team and Stakeholder Coordination
- Serve as a coordination point across project managers, engineers, architects, developers, analysts, business stakeholders, and leadership.
- Schedule and facilitate project meetings, working sessions, technical discussions, and stakeholder reviews.
- Develop meeting agendas, capture meeting minutes, document decisions, and track action items to closure.
- Coordinate cross-team dependencies and ensure responsible parties understand upcoming commitments.
- Maintain stakeholder communication and ensure project information is distributed to the appropriate audiences.
- Follow up proactively with project team members to ensure actions, risks, decisions, and deliverables remain on track.
Requirements
Required Qualifications
- Bachelor’s degree in Business Administration, Information Technology, Project Management, Engineering, or a related field, or equivalent professional experience.
- 5–8 years of experience supporting project management, program management, Agile delivery, business analysis, or technical project coordination.
- Demonstrated experience developing and managing project schedules and tracking milestones and dependencies.
- Experience identifying, documenting, tracking, and mitigating project risks and issues.
- Experience facilitating project meetings and Agile/Scrum ceremonies.
- Experience gathering and documenting business and technical requirements.
- Strong experience developing project documentation, status reports, presentations, and management briefings.
- Ability to manage multiple projects, priorities, deadlines, and stakeholders simultaneously.
- Strong organizational, analytical, problem-solving, written communication, and facilitation skills.
- Ability to communicate effectively with both technical and non-technical stakeholders.
Preferred Qualifications
- Experience supporting IT modernization, cloud, infrastructure, cybersecurity, software development, data, or enterprise architecture projects.
- Experience supporting federal government programs or government contracting environments.
- Experience managing project governance artifacts, including RAID logs, decision logs, change requests, requirements traceability, and deliverable trackers.
- Experience developing executive dashboards and communicating project status to senior leadership.
- Familiarity with project management and Agile best practices.
- PMP, CAPM, Certified ScrumMaster (CSM), PMI-ACP, SAFe, or similar certifications are preferred but not required.
Benefits
Benefits
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Referral program
- Tuition reimbursement
- Vision insurance