Project Administrator - Health

Overview:

Supports the Project Managers in the successful delivery of a project(s) by providing operational, financial, and administrative coordination. Works closely with Project Managers, Principals-in-Charge, and other internal teams to maintain accurate project information, support financial and contractual processes, and verify project data across systems. Supports Project Leadership on a specific project or projects.

Responsibilities:

• Assists the Project Managers with the initiation of project documentation, including HKS General Terms and Conditions, Release Forms, and other required project setup materials
• Sets up and maintains the project directory of all contacts
• Assists the Project Managers with documenting scopes of work, fee structures, payment schedules, insurance requirements, and contractual terms with consultants
• Tracks the execution and amendment of project-related agreements, including contracts, with direction from Project Managers, and where needed, collaborating with Legal and Finance
• Maintains project information in the appropriate location so all project related information is current, complete, and accessible with guidance from the Project Managers
• Assists the Project Managers with project meeting management, including scheduling project meetings, compiling and distributing agendas, recording and distributing meeting reports, maintaining action items log, and following up on assigned tasks related to respective projects
• Coordinates internal project team interactions through scheduling and proper communication, with guidance from the Project Manager and project leadership
• Assists the Project Managers in maintaining project schedule and staffing within the firm’s internal project planning web-based software, including billing and financial projections
• Assists the Project Managers with the tracking of implementation documents and deliverables through all phases of a project, including capturing/harvesting lessons learned and project impacts
• Assists the Project Managers with tracking project job costs, budgets, and resourcing projections, based on the established workplan and approved project parameters from project leadership
• Supports billing processes by ensuring project financial data is accurate and up to date, assisting with invoice review, and coordinating with Finance and Project Accounting as needed
• Supports the Project Managers in monitoring project financial data by assisting with verification of invoice status and identifying items requiring Project Manager review prior to document issuance
• Tracks and monitors project reimbursable expenses in accordance with project agreements and firm procedures, escalating discrepancies as needed
• May track permit submittals and assist in the submittal process as needed
• May attend project meetings, staffing meetings or site visits as needed

Qualifications:

• Bachelor’s degree in business or related field or an equivalent combination of education and experience
• Prior experience in Healthcare preferred
• Typically with 4+ years of experience within Architecture or professional services industry
• Proficiency in MS Office Suite, including Excel, Outlook, Word, PowerPoint and Teams
• Knowledge of Adobe software, including InDesign and Illustrator to create and edit graphic materials and presentations preferred
• Knowledge of Salesforce and its functionality preferred
• Familiarity in the functionality of Vision or ERP software preferred
• Either has been or will be trained in Lean Six Sigma preferred
• Experience in supporting project management preferred, including connecting people and resources
• Familiarity with professional services agreements
• Strong organizational skills and the ability to work on multiple projects at the same time
• Strong work ethic and eagerness to produce high quality, accurate results
• Ability to support team with a diplomatic and collaborative style which puts value on relationships and collaboration
• Ability to work independently, as well as part of a team and build professional relationships with clients
• Ability to hold sensitive information with a high level of confidentiality and integrity
• Ability to communicate and present ideas in a clear, concise and professional manner both verbally and in writing
• Ability to anticipate, problem solve and apply innovative solutions
• Ability to effectively meet deadlines at expected quality
• May involve bending, stooping, climbing, and the ability to lift and carry equipment or packages weighing up to 20 pounds

If you currently work for HKS, please submit your application via the Internal Careers Portal.

HKS is an EEO/AA Employer: M/F/Disabled/Veteran