Project Management Administrative Assistant

Responsibilities

• Acts as an administrative assistant to the PMO Manager, including:
  • Processes all resource requests for project management and/or professional services.
  • Provides support for all the PMO processes, including
    • Documents and administers all Project Manager & Professional services assignments.
    • Creates, manages and closes all Project Manager & Professional Services schedules, files and reports.
    • Measures and reports PMO process performance.
    • Updates all Project Manager profiles.
    • Provides all data for routine sample detailed project review and/or audit of PMO process compliance.
    • Answers queries from clients, especially with respect to the PMO process, and provides liaison to other departments.
    • Provides a wide range of support to department personnel.
• Accesses, creates, updates, extracts, interprets and communicates a variety of technical, financial, and business data to support the department, using such applications as SAP, internet, intranet, Outlook, Excel, Word, Power Point, MS Projects, ATS and “S” File Administrator.
• Creates, processes, interrogates, and closes SAP charge numbers.
• Checks and codes documents such as invoices and visa statements, ensuring all charge work orders and/or account numbers are correct and ready for management approval.
• Performs duties of a minor nature related to the above duties which don’t affect the rating of this job.

Requirements

• A college business administration certificate with two (2) years of directly related experience working in a Project Management support capacity – OR – High school graduation including courses in business communications and office practices, and work-related technical courses, plus four (4) years of directly related experience working within a Project Management support capacity.
• Excellent computer skills including the use of software programs such as Microsoft Office (Word, Excel & Power Point), Microsoft Project (Gantt Charts), Microsoft Outlook, SAP, GIS (AM/FM), OF & ATS.
• Project Management process training
• Excellent knowledge of office procedures and systems.
• Ability to multi-task and work under pressure.
• Excellent analytical, organizational and decision-making skills.
• Courteous, professional manner in dealing with internal and external contacts.
• Excellent verbal and written communication skills in English, including the ability to correct spelling, punctuation and grammatical errors as required to prepare and compose a variety of external and internal correspondence and process inquiries.
• Fast, accurate keyboard including ability to prepare and format various types of correspondence, reports, presentations, forms, charts and layout electronic spreadsheets (60 words per minute).