To provide professional administrative and coordination skills in the coordination of all phases and activities of the UTShare project and Shared Services organization, including assisting the Management team with planning, coordination, and administration.
Provide administrative and project management support to the UTShare Project and the project team; Support Project team members for all project office needs; Support Project Executive Steering Committee and Project Stakeholders project needs, activities and requests; Serve as a communication and administrative liaison to departments/offices for all Project team activities; Provide assistance to Project Manager as needed for project activities, tasks and management duties. Manage Project permanent documentation and records; Administer content on the project SharePoint and supporting websites; Organize and maintain permanent Project documentation; Assist with preparation and delivery of Project team communications. Assist with project management tasks (i.e. utilizing MS Project software, updating project plan/schedule/tasks, preparing reports for Project status, and managing/updating project templates); Collect weekly status updates from Project team members; Provide weekly project status report to Project Manager; Assist with preparation and publication of monthly Project status report; Update Project plan tasks and completion schedules. Manage and execute project team training plan; Manage, enroll and coordinate all Project team training, including Oracle University training, Passport classes and/or other technical/functional training. Attend Project meetings as required; Serve as scribe and distribute minutes of Project team meetings, as needed; Coordinate, schedule and assist with facilitation Project team meetings. Manage and facilitate Project office procurements (i.e. equipment, materials, supplies and travel requisitions); Prepare, review, and coordinate Project requisitions, POs and vouchers. Assist with managing and tracking Project financials; Prepare required personnel and budget action forms as required for Project office; Reconcile and track Project budget allocation with monthly project expenditures; Prepare cost analysis and financial reports for the Project.
Other functions as assigned.
Bachelor's degree and 2 years of experience in a related area (providing administrative support to projects and/or teams); Strong MS Office skills (Word, Excel, Outlook, PowerPoint). Applicants must include in their online resume the following information: 1) Employment history: name of company, period employed (from month/year to month/year), job title, summary of job duties and 2) Education: if some college or college degree, list school name, degree type, major, graduated or not, and hours completed if not graduated. Equivalent combination of relevant education and experience may be substituted as appropriate.
Excellent organization, teamwork, problem-solving, and communication (verbal and written) skills; Ability to work well with people in all levels of the organization; Strong initiative and self-managing; Understanding of current processes and the policies/procedures for employees and contract resources; Capacity for multi-tasking and meeting deadlines for simultaneous projects; Excellent attention to details; Creative and problem solving ability; Commitment to quality, accuracy and timeliness with all undertakings; Capable of maintaining high degree of confidentiality. Experience using SharePoint. Experience using MS Project (or other project management tools).
May work around standard office conditions Repetitive use of a keyboard at a workstation Criminal background check required.