Administrative Project Coordinator

Summary

The Administrative Project Coordinator provides advanced administrative support, including scheduling meetings, managing calendars, reviewing expense reports and ensuring day-to-day activities are organized well in advance. The role coordinates activities across departments, internal stakeholders and external parties.

The Project Coordinator will consolidate data from multiple sources to prepare reports, presentations and other project documentation needs. They will coordinate projects across business units including tracking project timelines and preparing project reports to measure progress and deliverables and communicating project updates to internal and external stakeholders and managing content for business-related intranet sites.

The Project Coordinator should have demonstrated capability with Microsoft Office, organization, communication and adaptability. An Associate’s degree or higher education will be preferred. 

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Responsibilities

• Provide advanced administrative support. Take the lead on training new and less experienced department staff members, may assign work and take part in scheduling staff. 
• Identify, research, collect and analyze data to create metrics and prepare presentations and reports.
• Coordinate projects and initiatives across the business unit, develop project work and revise as necessary a schedule for project completion, and coordinate project teams involving multiple stakeholders.
• Track project timelines, coordinate scheduling and prepare project reports for projects led by  management. Measure and monitor the progress of deliverables. Provide project updates and seek advice and guidance from senior management on more complex issues.  
• May provide communication of progress internal to (the department) and across the division. Ensure that everyone involved is updated with status reports as appropriate.
• Work with internal stakeholders to develop and manage content for business-related intranet sites. 
• Coordinate and monitor the execution of business unit programs for deployment across all sites.
• May draft monthly reports, meeting agendas, and other duties related to administration of the Office of the Business Unit head, including updates to the Board of Trustees, Senior Staff meeting agendas and presentations, All Hands meetings, Executive Management Committee meetings and others as needed.
• Lead the preparation for meetings, including arranging practice presentation, editing presentation material

Knowledge, Skills and Abilities

• Strong organizational and project management skills. Ability to handle multiple projects.
• Strong analytical, quantitative, and research skills in a variety of media.
• Good time management skills and ability to prioritize tasks and anticipate needs.
• Advanced software and computer skills. 
• Demonstrated ability to work in teams and interact effectively with diverse stakeholders.
• Ability to observe confidentiality, think independently and take initiative.
• Excellent verbal and written communication and interpersonal skills to effectively communicate with internal and external stakeholders.
• Knowledge and understanding of corporate policies, procedures and business practices is preferred.
• Ability to plan events and other outreach efforts. 
• Ability to work with all levels of the organization.

Education, Experience and Certifications

• High school diploma or GED certificate required.
• Minimum 7 years of experience preferred.
• May require certifications and licensures needed to meet Energy industry, federal, state, or local regulations.

Physical Requirements

• Up to 10% travel primarily within New York State. 
• Ability to sit at desk for long duration of time.