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Project Administrator
Date Posted 02/04/2021
Hiring Status Accepting Applications
Location Twin Cities Campus
Position Responsibilities

The President’s Office at Saint Mary’s University of Minnesota seeks a qualified Project Administrator to support the university’s ongoing efforts to create efficiencies, conduct long-range planning, and integrate and align strategic projects. Reporting to the Chief of Staff, the Project Administrator serves the President’s Office and Cabinet by employing technical, project management, organizational, communication, and customer service skills. The Project Administrator will manage critical strategic Cabinet-level projects by overseeing all aspects, including setting deadlines, assigning responsibilities, monitoring, summarizing the progress of, and seeing projects through completion on time, within budget, and within scope.  The role will manage multiple projects at any one time. 

Coordination and communication with other departments will ensure projects stay on course and align with the President’s Office’s goals. The Chief of Staff will direct and support the project administrator’s work and will collaborate with the Cabinet. 

Specifically, the Project Administrator will:

  • Manage all projects in the President’s Office project management system, ensuring all projects are delivered on-time, within scope, and within budget.
  • Meet with clients and appropriate stakeholders to gather detailed notes and clarify the specific requirements of each project.
  • Assist the Chief of Staff to assess project feasibility, scope, and objectives, ensuring involvement with all relevant stakeholders. 
  • Under the Chief of Staff’s direction, delegate project tasks based on members' strengths and areas of expertise.
  • Coordinate internal resources and third parties or vendors for the flawless execution of projects.
  • Develop comprehensive project plans shared with Cabinet and other staff members to track plans’ progress. 
  • Manage changes to the project scope, project schedule, and project costs, and ensure informed stakeholders.
  • Measure project performance using appropriate tools and techniques.
  • Manage the relationship with the client and all stakeholders.
  • Create and maintain comprehensive project documentation.
  • Track project performance, specifically to analyze the successful completion of short and long-term goals.
  • Assist in developing and supporting a university dashboard with guidance and consultation from the Chief of Staff and Executive Vice President and Chief Financial Officer. 
  • Create executive reports and other weekly and monthly reporting to document project progress, outcomes, successes, challenges, and opportunities for improvement.
  • Schedule post-event reviews with stakeholders to evaluate outcomes and options for improvement and to record results of projects.
Essential Skills and Abilities
  • Working knowledge and understanding of project management or organizational methods and techniques, including all relevant project management software.
  • Project workflow, monitoring, and coordination skills.
  • Excellent external and internal communication skills.
  • Excellent written and verbal communication skills.
  • Well-developed organizational skills, including knowledge of complex organizations.
  • Exceptional attention to detail with the ability to concurrently manage multiple projects. 
  • Demonstrated political savvy, discretion, and confidentiality.
  • Strong working knowledge of Google Suite, Microsoft Office, and technology related to project management.
  The successful candidate must support, respect, and advance the mission of Saint Mary's University as a Lasallian Catholic institution.
Education and Experience
  • A Bachelor's degree is required in a relevant field; a Master’s Degree is preferred.
  • 3+ years of collaborative and team-oriented work experience, preferably in higher education or in a complex or highly matrixed organization.
  • Experience interacting with executive leaders in a professional work environment on projects with the following characteristics: critical strategic value, high community visibility, outside dependencies, closely-coordinated deadlines, or impacts to organizational reputation. 

All offers of employment are contingent upon verification of educational credentials and the successful completion of a criminal background check.

Additional Required Materials Cover letter/statement of interest, resume/CV, and 5 professional references.
Application Review Date 02/22/2021
Starting Date
Contact Andrew Dirksen, Chief of Staff
Contact Email
Position Full-time
Contract Length 12 Month
Other Details / Information
Benefits Full
Work Sponsorship This position is not eligible for work sponsorship
  We encourage members of the protected classes as defined by the federal, state, and municipal law and those persons attracted to a university with a Lasallian Catholic identity to apply.