Project Office Administrator

Project Office Administrator

Location: Maitland, FL

Department: Project Management Office

Reports to: Director of Project Management Office

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Do you want to change lives? Are you interested in helping international healthcare professionals achieve their American Dream? If so, join us at Avant!

Avant Healthcare Professionals is the premier recruiting and staffing specialist for internationally educated healthcare professionals and we have been named to the Inc. 5000 List of America's Fastest-Growing Private Companies for 7+ years. Our comprehensive program guides qualified registered nurses, physical and occupational therapists through each stage of the licensure and immigration process and makes it simple! Avant Healthcare Professionals has grown 40 percent annually since its inception in 2003, and with healthcare and social assistance employment projected to grow by 3.4 million, healthcare staffing is a thriving industry. While experiencing a period of tremendous growth, Avant offers tremendous opportunities for eager professionals looking for an opportunity to build their career.

Summary of Position Role/Responsibilities

The Project Office Administrator is responsible for providing clerical and administrative duties related to the operations of the Project Management Office (PMO) team. This role will organize meetings, coordinate calendars, and provide project and PMO-related administrative support. The Project Office Administrator will seek out and resolve issues through close interaction with IT leadership and other team members and departments within the organization.

Essential Functions of the Job

  • Schedule and prepare for meetings, create agendas, and document meeting minutes
  • Communicate with departments and vendors with information requests, schedule updates, and reports
  • Organize and ensure projects have administrative resources such as training materials, project plans, and other needed documents to support each project stage
  • Act as a point of contact for PMO team and other departments to share necessary information and updates as needed  
  • Collect and organize project and program-related data for the projects administered
  • Collaborate with PMO team to prepare, update, and distribute portfolio, program, and project reports
  • Maintain and update PMO operation documents, such as Standard Operating Procedures (SOPs), computerized data files and records
  • Support PMO team to update project plans using Project Management software
  • Organize and maintain the PMO documentation library
  • Coordinate and work with the PMO team in gathering and documenting requirements
  • Assist with cost sheets and track expenses for project purchases as needed

Marginal Functions of the Job

  • Other duties as assigned

Normal Work Schedule

This is a full-time position. Standard business hours are Monday through Friday 8:00 AM to 5:00 PM. Additional time outside of these hours may be needed to complete the essential functions of the job.

Education, Training, and Experience

  • Associate’s degree required, Bachelor’s degree preferred, in project management, business administration, communication, computer science or related field, or equivalent combination of education and experience will be considered
  • Minimum of 2 years of related experience in project management and PMO administration
  • Knowledge of waterfall and/or scrum-agile project management methodologies
  • Exceptional written, verbal, and interpersonal communication skills, with the ability to interface with project stakeholders at all levels
  • Strong organizational skills with the ability to multitask priorities simultaneously, in a fast-paced environment
  • Proficient in software tools such as Microsoft Office, Microsoft Project, Jira, Salesforce CRM, QuickBase, and UKG Kronos

Required Licenses, Certifications, and Other Specific Requirements of Law

  • Health Insurance Portability and Accountability Act (HIPAA) certification and ability to obtain and maintain

Other Characteristics of the Position

Physical Demands:

  • Sitting for long periods at a time
  • Regularly required to talk or hear
  • Occasional lifting of office supplies up to 20 lbs.
  • Vision abilities including close vision and ability to adjust focus

Mental Demands:

  • Must understand and follow a set of clear oral and/or written procedures without deviation
  • Performs repetitive routine tasks
  • Withstand moderate amounts of stress
  • Must adhere to a provided work schedule to meet a set of qualitative production standards
  • Perform tasks that vary little from day to day
  • Implements others’ decisions/procedures with little judgment required
  • Must relay information orally

Work Environment:

  • This job operates in a professional office environment.
  • This role routinely operates standard office equipment.

Statement of Responsibility for Confidential Data

  • Has access to, and requires daily use of, confidential records.
  • Required by federal law to maintain strict confidentiality of “Avant” employee information and maintain security of such information.
  • Proprietary Information and Non-Conflict Agreement required.

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Avant Healthcare Professionals is an Equal Employment Opportunity (EEO) employer and does not discriminate based on race, color, religion, sex, sexual orientation, national origin, age, marital status, disability, veteran's status or any other basis protected by applicable discrimination laws.

Avant Healthcare Professionals is a member of the Jackson Healthcare family of companies.