IT Project Administrator

Catholic Diocese of Arlington; Arlington (VA); On-site; USD 52,000 - 76,000; Full time

Job summary

The Catholic Diocese of Arlington is seeking a Project Administrator to help drive IT projects within the Central Administrative Offices. You will coordinate resources, organize documentation, and ensure effective collaboration among diocesan staff, consultants, and stakeholders.

Under the Director's supervision, you will support governance through reporting, analysis, and performance tracking to enable informed decision-making and accountability.

Qualifications

• Knowledge of project management concepts and techniques and a demonstrated ability to apply them.
• Basic knowledge of Microsoft Project.
• Strong verbal and written communication skills, including the ability to prepare clear project documentation, status reports, meeting minutes, and stakeholder communications.
• Solid meeting facilitation, time management, analytical and problem-solving skills.
• Strong executive administrative skills, as well as exposure to budgeting and reporting.
• Ability to collaborate effectively in a team environment and to maintain composure and focus in the face of shifting priorities and direction.

Responsibilities

• Draft project charter in collaboration with executive sponsor, subject matter expert(s), stakeholder(s) and technical resources.
• Assist the Director, Assistant Director and/or Application Services Team Lead in the development of work breakdown structure, project plan, stakeholder matrix and communication plans using existing templates.
• Propose tasks and activity assignments for internal and external technical project resources based on WBS.
• Assist in the Evaluation of project risks and help develop mitigation strategies/plans.
• Coordinate project status meetings with technical resources, stakeholders and subject matter experts. This includes identifying appropriate attendees, scheduling location and necessary resources, drafting and circulating meeting minutes to participants.
• Coordinate and draft project communications that are identified in the communications plan and/or communications matrix.
• Monitor project progress and draft project status reports.
• Draft presentation materials for status meetings (e.g. project analytical reports or PowerPoint presentations).
• Monitor progress and schedule sign-off reviews for key milestones and deliverables.
• Coordinate receipt of vendor invoices and review/approve payment for authorized services.
• Monitor budget to actual project expenses based on approved project budget.
• Track internal/external hours based on approved project hours.
• Coordinate issues management list and problem resolution by external and internal resources.
• At conclusion of project, prepare summary of results and lessons learned and organize and archive all relevant project files.

Skills

Project management concepts

Microsoft Project

Verbal & written communication

Meeting facilitation

Budgeting & reporting

Team collaboration

Education

BA in MIS or business-related major

Job description

The Office of Information Technology is responsible for selecting, deploying and supporting software, hardware and telecommunication resources for the 450 + staff members of the Central Administrative Offices of the Catholic Diocese of Arlington (CAO), the Arlington Catholic Herald (ACH), and the Catholic Charities of the Diocese of Arlington (CCDA) to utilize in fulfilling their mission within the Diocese. The infrastructure is a two domain environment with a single AD forest and includes 10 + remote Catholic Charities Offices (CC). The Catholic Charities network is a WAN with remote locations connected by VPN, while the CAO is a LAN environment supporting the immediate campus of 200 North Glebe and 80 North Glebe.

The Project Administrator plays a critical role in driving the successful delivery of IT projects within the CAO by coordinating project resources, organizing project documentation, and ensuring effective collaboration among CDA personnel, consultants, and stakeholders. Working under the direction of the Director, this position supports project governance through comprehensive reporting, analysis, and performance tracking, enabling informed decision-making and project accountability. The role requires exceptional time management and organizational skills to proactively monitor project activities, manage competing priorities, and maintain control of key project variables. In addition, the Project Administrator must demonstrate strong executive-level administrative capabilities, excellent verbal and written communication skills, sound judgment, and a working knowledge of budgeting, financial tracking, and reporting to help ensure projects are delivered efficiently, on schedule, and in alignment with organizational objectives.

PRINCIPAL DUTIES:

• Draft project charter in collaboration with executive sponsor, subject matter expert(s), stakeholder(s) and technical resources.
• Assist the Director, Assistant Director and/or Application Services Team Lead in the development of work breakdown structure, project plan, stakeholder matrix and communication plans using existing templates.
• Propose tasks and activity assignments for internal and external technical project resources based on WBS.
• Assist in the Evaluation of project risks and help develop mitigation strategies/plans.
• Coordinate project status meetings with technical resources, stakeholders and subject matter experts. This includes identifying appropriate attendees, scheduling location and necessary resources, drafting and circulating meeting minutes to participants.
• Coordinate and draft project communications that are identified in the communications plan and/or communications matrix.
• Monitor project progress and draft project status reports.
• Draft presentation materials for status meetings (e.g. project analytical reports or PowerPoint presentations).
• Monitor progress and schedule sign-off reviews for key milestones and deliverables.
• Coordinate receipt of vendor invoices and review/approve payment for authorized services.
• Monitor budget to actual project expenses based on approved project budget.
• Track internal/external hours based on approved project hours.
• Coordinate issues management list and problem resolution by external and internal resources.
• At conclusion of project, prepare summary of results and lessons learned and organize and archive all relevant project files.

RESPONSIBILITIES AND AUTHORITY:

• Supervision Received
• Given wide latitude and exercises significant discretion under the general direction of the IT Director.
• Physical Demands/Working Environment
• While performing the duties of this job, required to have ordinary ambulatory skills sufficient to visit other locations; ability to stand, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) light to medium weight of 10 – 50 pounds
• Requires good hand-eye coordination, arm, hand, and finger dexterity, including ability to grasp, and visual acuity to use a keyboard, operate equipment and read
• Frequently required to sit, hear, talk and use repetitive motion of the hands/wrists
• Work performed in and out of the office setting
• Occasional evening and/or weekend work is required
• Work performed in an individual, well-lighted cubicle. The noise level is usually low. The space is wheel chair-accessible

QUALIFICATIONS:

Knowledge/Skills:

• Knowledge of project management concepts and techniques and a demonstrated ability to apply them.
• Basic knowledge of Microsoft Project.
• Strong verbal and written communication skills, including the ability to prepare clear project documentation, status reports, meeting minutes, and stakeholder communications.
• Solid meeting facilitation, time management, analytical and problem-solving skills.
• Strong executive administrative skills, as well as exposure to budgeting and reporting.
• Ability to collaborate effectively in a team environment and to maintain composure and focus in the face of shifting priorities and direction.

Education Required: BA in MIS or business-related major.

Certifications: CAPM® (Certified Associate in Project Management) preferred.

Years and Types of Experience: 1 to 3 years’ coordination or administration experience with IT projects, preferably in a mid-size (51 to 500 employees) not-for-profit organization