Associate Project Coordinator (Local only)

General Summary

The Associate Project Coordinator will be responsible for providing administrative and project support working closely with Division Leadership, assigned project team members, program managers, and customers for the business operations of the Engineering Tech Services (ETS) group.

This position is responsible for providing general administrative and project support by assisting in the day-to-day general operations of ETS, project planning, and scheduling project tasks. Duties include managing travel bookings and expense reporting, client meeting support, monitoring project budgets, identifying potential budget shortfalls and overruns, compiling and evaluating data, preparing project and budgetary reports. Individuals in these roles will work closely with assigned project team members, program managers, Department Director(s), Division Vice President, and the customer.

Key Responsibilities

Others may be added.

• General administrative support for ETS.
• Travel program ownership
• Monitor and evaluate project execution, may conduct specific project cost estimating and analysis; and may schedule resources.
• Track project budgets and percent completions for early signs of budget shortfalls and overruns.
• Work with project managers to raise awareness of developing financial problems. Report routinely to the Director regarding those problems.
• Contact and work with clients, project partners, and subcontractors as needed by project directors to support the management of projects.
• Perform editorial review of project and other documents to improve quality of submittals.
• Organize and maintain corporate documentation, correspondence, confidential employee files and training records, customer file, supply inventories, and Division paperwork.
• Serve as centralized point of contact for employee onboarding, marketing initiatives, procurement, IT support, meeting organization, security logistics, report generation, and office functionality.
• Responsible for report generation, routine correspondence, department presentations, and tracking of various matrices / projects.
• Create, format, prepare, and maintain reports, papers, graphics, and presentations required by Division and Project Managers in a timely manner.
• Ensure continuation of communication in the absence of leadership to team and interpret requests and implementation efforts in an efficient and timely manner.
• Maintain Division cell phones, distribution/ phone lists, organizational charts, leadership calendars/ scheduling, travel arrangements, Division social media account(s), and record keeping systems.
• Perform other administrative support duties as may be required by Division leadership and other department managers.

Position Specific

• Skilled in general administrative duties
• Experience booking travel and processing expense reports
• Enter data into spreadsheets and perform financial and statistical calculations.
• Prepare project and budget reports by drafting sections of reports, tabulating data, and incorporating tables and sections from other authors.
• Demonstrate excellent communication skills (written, oral & interpersonal).
• Demonstrate strong organizational and computer skills.
• Demonstrate excellent attention to detail.
• Demonstrate excellent time management skills with the ability to troubleshoot and problem solve.
• Ability to anticipate problems and proactively resolve potential blockers.
• Ability to follow through on assignments in a timely manner.
• Strong interpersonal skills, planning ability, problem solving, and ability to multi-task.
• Performs other duties as required by supervisor.

Required Experience:

Minimum Qualifications

• US Citizenship required.
• Must be able to obtain/maintain security clearance at a level equivalent to Department of Defense (DOD) SECRET
• Demonstrated experience and proficiency with a variety of computer programs including MS Office Suite, Access or other database tools.
• Proficient with Excel and other spreadsheet programs.
• Effective verbal and written communication skills
• Knowledge and ability to use the fundamental concepts, practices, and procedures of the particular field of specialization.
• Detail oriented; possess excellent planning and organizational skills; inquisitive.
• Excellent interpersonal and verbal/written communication skills.
• Must be capable of working with individuals at all levels within and outside of the organization.

Preferred Qualifications

• Active US Security Clearance

Job Specific Behaviors

• Attention to Detail - Ensures details of assigned tasks are followed.
• Stress Tolerance - Maintains effectiveness when experiencing major changes in work tasks or the work environment; adjusting effectively to work within new work structures, processes, requirements, or cultures.
• Quality Orientation - Accomplishes tasks by considering all areas involved; no matter how small; showing concern for all aspects of the job; accurately checking processes, procedures, and tasks; being watchful over a period of time.
• Attendance / Punctuality - Is consistently at work and on time.
• Planning and Organization - Systematically identifies issues to be addressed and plans a course of action for self to ensure the accomplishment of specific objectives.
• Technical Expertise - Applies functional knowledge, skills, experience, and judgment to accomplish a result, serve customers better and contribute to the organizationis intellectual capital.

Work Environment & Conditions

This position involves work in a large bay and are required to operate a variety of different testing apparatus. Could require the use of personal protective equipment (PPE) including:

• Safety glasses
• Hearing protection (varies based on tasks)
• Protective Shoes/Shoe covers
• Physical Demands

In performing the work for this position, the Associate Project Coordinator must be able to:

• Perform work utilizing a computer for extended periods of time.
• Sit for extended periods of time without being able to leave the work area.
• Stand for extended periods of time without being able to leave the work area.

Travel

• Up to 10%; occasional overnight travel may be required.