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Program Administrator 1

Job Description

Primary Functional Area: Program Office Administration
Job Classification: Program Office - Program Administration
Job Title: Program Administrator 1
Detailed Job Description:

The program administrator is a key member of the Program Management Office team. The Program Administrator is responsible for performing the tasks necessary to keep projects/programs running smoothly and efficiently, and aiding the Program Management Office in achieving schedule and performance goals. Key tasks include record keeping, publishing of minutes and documentation, resource coordination, labor tracking, and updating and managing the Integrated Master Schedule. The Program Administrator is also responsible for tracking customer deliverables, and the preparation, coordination, and delivery of Contract Deliverables to the customer.

The program administrator plans and coordinates project programmatics and administrative tasks. The Program administrator supports the Program Management Office staff by facilitating project logistics such as meetings, conference rooms, conference calls, etc. Takes meeting minutes and action items during meetings, publishes the minutes and performs basic follow-up. The Program Administrator is the keeper of Action items for the Program Management Office, and will follow up with the assigned resource to gain status and report during team meetings.

The program administrator will manage Program Office NRE invoicing by tracking invoice dates, amounts and initiating the invoice with the customer or sales administrator. The program administrator will obtain status on customer payments and relay the information back to the PMO Director. The program administrator will maintain the NRE booking/invoicing spreadsheet by month which provides vital information to Executive leadership.

  • Track and prepare data item deliverables to customers
  • Maintain master project action items by resource
  • Tracks Program Office action items and enters them into the Task Management System
  • Maintains a Master resource allocation matrix to share between the Program Office and R & D
  • Helps the Project Managers with basic Microsoft Project Schedule maintenance
  • Maintain process and documentation changes within the Product Realization Plan (PRP) as defined by the Program Office Director
  • Maintain documentation changes to the PRP and PMO process and milestone documents
  • Maintain the Integrated Master Schedule
  • Compile information and build PowerPoint presentations for Milestone reviews
  • Schedule and facilitate Program Management Office meetings
  • Take and distribute project meeting minutes per the Program Management Plan
  • Manage and maintain labor hour tracking system
  • Support the Project/Program Managers activities
  • Conduct Project Manager functions in their absence
  • Enter and maintain CA Web entries for Program Management Office items
  • Maintain PMO NRE Booking/Invoicing spreadsheet
Minimum Requirements:
  • Proficient in MS Office tools
  • Effective communication skills, both verbally and written
  • Strong Team Work and collaboration skills
  • Proficient in accelerated note taking and conversation capturing
  • Working towards or have obtained a Bachelor’s degree
  • Proficient in Multi-tasking and Organizational skills
  • Familiar with project management concepts, practices, and procedures
  • Relies on experience and judgment to plan and accomplish goals
  • Previous Technical or Administration type experience
  • Experience with customer deliverables
  • Has a Final Government clearance, or the ability to maintain a Final Government Security clearance
  • Experience with customer billing and basic accounting

Preferred Skills and Abilities:
  • 2 plus years of Technical or Project Management Experience
  • Working towards or have obtained a Bachelor’s degree in engineering, business management, accounting or equivalent
  • Interest towards a career in Project Management

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