Program Administrator

Stantec Consulting International Ltd.; Sacramento (CA); On-site; USD 74,000 - 108,000; Full time

Job summary

Stantec Consulting International Ltd. in Sacramento is seeking a Program Administrator to partner with Project Managers and Account Managers on day-to-day program administration, including scheduling, meeting minutes, proposals, and change orders.

The PA handles non-technical aspects of project delivery, learns client portals, and supports contract tracking, invoicing, and reporting while maintaining confidentiality and flexibility in hours.

Qualifications

• Minimum of 5 years of relevant work experience.
• Degree/diploma/certificate or equivalent in related field.

Responsibilities

• Assists PMs with project setup and financial tracking.
• Administers contracts from initialization to close-out.
• Tracks proposals and contracts through approval cycles and coordinates with PMs, client contacts and sub-consultants.
• Creates and updates Project Setup Forms, Project Implementation Plans, and Project Files.
• Prepares contract documents, letters, or reports as assigned.
• Learns client communication portals for transmittal of documents and invoices.
• Codes invoices and verifies budgets; coordinates with sub-consultants on revisions.
• Reviews proposals and contracts to understand scope, schedule, fees, and conditions.
• Understands Stantec's Signing Authority Matrix and PM Framework.
• Acts as point person on Insurance (COI requirements).
• Ensures HSSE compliance with PM and project team.
• Supports sector marketing and pipeline activities for project setup.
• Assists with ISO-9001 quality management system compliance and audits.
• Manages information in various formats (reports, spreadsheets, emails, meetings, schedules).
• Assists with change orders and budget reallocations with PM/PA coordination.
• Assists with project closeout.

Skills

Interpersonal skills

English communication

Confidentiality

Multi-tasking

Adaptability

Education

Degree or equivalent in related field

Tools

MS Word

MS Excel

PowerPoint

Adobe Acrobat

Job description

Your Opportunity

The Program Administrator (PA) works in conjunction with Project Managers and Account Manager to create and manage the day-to-day administration of client programs supporting project workflows including scheduling, meeting minutes and action delegation, proposal and change order support, and technology support. The primary responsibility of the PA is to handle as many non-technical aspects of project management as possible to allow the PM to focus on the technical components of the project. This role will work directly with Project Managers, however, will require independent work styles.

Your Key Responsibilities

• Has the ability to work and acclimate to different styles of PMs




• Go-to person for project setup and financial tracking




• Administering contracts from initialization to close-out




• Responsible for tracking/logging the status of proposals and contracts throughout the approval cycle, and follow up with PM's and client contacts and sub-consultants as directed




• Creating and updating Project Setup Forms, Project Implementation Plans, and Project Files




• Prepares, or assists in the preparation of contract documents, letters, or reports as assigned




• Will need to learn client communication portals for the transmittal of contract related documents and invoices




• Code invoices, verify budgets on tasks and correspond with the sub-consultants on revisions of invoices as necessary




• Review proposals and contracts and gain an understanding of scope of work, schedule, fees, and limitations and conditions




• Understand Stantec's Signing Authority Matrix (SAM) and PM Framework




• Be point person on Insurance – aware of COI requirements for Stantec and client




• Knowledge of HSSE and work with PM to ensure project is meeting all requirements




• Be familiar with sector marketing and pipeline to assist with project set up in systems.




• Assist PMs with ISO-9001 Quality Management System compliance and internal/external project audits




• Ability to receive and work with necessary information in various formats (i.e. via reports, spreadsheets, emails, in-person meetings, project schedules)




• Help identify need for change orders and assist with prep and follow-up and reallocation of project/task budgets as needed, in coordination with the PM and PA




• Assist with project closeout

Your Capabilities and Credentials

• The position requires the incumbent to have knowledge of a variety of computer software, specifically, Microsoft Word, Microsoft Excel, Microsoft Power Point, and Adobe Acrobat




• Ability to multi-task and prioritize in a fast-paced environment, with flexibility to juggle numerous writing projects simultaneously in a rapidly changing environment




• Excellent interpersonal skills and ability to interact with all levels of staff and management




• Strong command of the English language in documentation with excellent communication skills




• Ability to quickly learn new software applications to improve speed in delivering final product




• Must possess a high degree of confidentiality




• Ability to work flexible hours as projects and deadlines require




• Must bring initiative to identify and execute tasks to support successful project delivery

Education and Experience

Degree/diploma/certificate or equivalent in related field; or equivalent combination of education and experience.

Minimum of 5 years of relevant work experience.

Typical office environment working with computers and remaining sedentary for long periods of time. Field work may include exposure to the elements including inclement weather.

This description is not a comprehensive listing of activities, duties or responsibilities that may be required of the employee and other duties, responsibilities and activities may be assigned or may be changed at any time with or without notice.

About Stantec

Stantec is a global leader in sustainable engineering, architecture, and environmental consulting. The diverse perspectives of our partners and interested parties drive us to think beyond what's previously been done on critical issues like climate change, digital transformation, and future-proofing our cities and infrastructure. We innovate at the intersection of community, creativity, and client relationships to advance communities everywhere, so that together we can redefine what's possible.

Pay Range:

• Locations in CO, HI, IL, MD & Various CA, NJ, VA Areas-$74,300.00 - $107,700.00 Annually

Primary Location: United States | CA | Sacramento
Organization: BC-2042 CommDev-US West
Employee Status: Regular
Business Justification: New Position
Travel: No
Schedule: Full time

Stantec provides equal employment opportunities to all qualified employees and applicants for future and current employment and prohibit discrimination on the grounds of race, colour, religion, sex, national origin, age, marital status, genetic information, disability, sexual orientation, gender identity or gender expression. We prohibit discrimination in decisions concerning recruitment, hiring, referral, promotion, compensation, fringe benefits, job training, terminations or any other condition of employment. Stantec is in compliance with laws and regulations and ensures equitable opportunities in all aspects of employment. At Stantec we are committed to ensuring our recruitment process is accessible to all. If you require reasonable adjustments to be made during the recruitment process then please inform a member of our Talent Acquisition team.