Project Administrator - Development

North Slope Borough — Housing; Utqiaġvik (AK); On-site; USD 52,000 - 76,000; Full time

Job summary

North Slope Borough — Housing seeks an organized administrative coordinator to provide support for housing projects, including loan programs, homebuyer education, and logistics. You will manage documentation, assist with budgeting, and coordinate stakeholder communications in a rural Arctic setting.

The role emphasizes accuracy, timely communication, and adherence to NSB policies, with collaboration across departments and partners to ensure project success.

Qualifications

• High school diploma or equivalent combination of education/experience totaling 12 years.
• 1–3 years preferred experience in project administration/coordination, preferably construction/housing/logistics/public service.
• 2 years experience in written/oral communications preparation/assistance.
• Proficiency in: Oracle JD Edwards EnterpriseOne (E1); Hubble 2020.1; Microsoft Office Suite; project management tools (e.g., MS Project, Asana, Monday.com); Adobe Acrobat.
• Solid understanding of project lifecycles, workflows, administrative processes.
• Valid Alaska Driver's License (meeting NSB insurance requirements).

Responsibilities

• Serve as the primary point of contact for Community Outreach efforts, including organizing and scheduling community meetings, managing website modifications, updating the Resource and Services Guide, and preparing other public notices as needed.
• Deliver administrative and coordination support for housing development projects, including loan programs, new homebuyer education initiatives, and shipping subsidy programs.
• Break projects into tasks, set timelines/milestones, update schedules and logistics plans, track progress against goals, budgets, and NSB priorities.
• Maintain/update project documentation (loan client files to include construction invoices, client payments on account, and organization of historical digital and paper files).
• Schedule/coordinate meetings, prepare agendas, record minutes, track action items, and facilitate communication among teams, residents, contractors, vendors, and stakeholders.
• Act as primary resident contact for program inquiries, processes, options, and resources; prepare clear, resident friendly materials and explanations.
• Support budget/expenditure tracking, invoice processing, variance monitoring, cost documentation, and data gathering on costs/materials and explanations.
• Compile, maintain and manage document control, records (digital/physical), version accuracy, filing systems, security, archiving, audits, discrepancy resolution, retention compliance, and audit-ready files per NSB policies/procedures.
• Prepare and submit all contract documents and all other project related paperwork consistent with sound project management practices.
• Ensure policy adherence, confidentiality, and standards in all documentation/communications.
• Collaborate respectfully across departments/partners; identify process improvements; demonstrate proactive ownership and “can-do” attitude.
• Assist with special projects, resource allocation, and other duties as assigned.

Skills

Project coordination

Administrative support

Communication

Records management

Education

High school diploma/G.E.D.

Tools

Oracle JD Edwards EnterpriseOne (E1)

Hubble 2020.1

Microsoft Office Suite

Excel

Adobe Acrobat

MS Project

Asana

Monday.com

SharePoint/OneDrive

Job description

Summary or Purpose

Provide administrative, technical, coordination, and documentation support for housing projects (loan programs, homeownership education, resident building initiatives, construction/logistics). Ensure accurate tracking, organized records, timely communication, and smooth execution while collaborating with the Manager, staff, residents, contractors, vendors, NSB departments, and partners. Uphold departmental values; responsiveness, integrity, innovation, respect for diversity, and “can-do” approach.

Essential Duties and Responsibilities

• Serve as the primary point of contact for Community Outreach efforts, including organizing and scheduling community meetings, managing website modifications, updating the Resource and Services Guide, and preparing other public notices as needed.
• Deliver administrative and coordination support for housing development projects, including loan programs, new homebuyer education initiatives, and shipping subsidy programs.
• Break projects into tasks, set timelines/milestones, update schedules and logistics plans, track progress against goals, budgets, and NSB priorities.
• Maintain/update project documentation (loan client files to include construction invoices, client payments on account, and organization of historical digital and paper files).
• Schedule/coordinate meetings, prepare agendas, record minutes, track action items, and facilitate communication among teams, residents, contractors, vendors, and stakeholders.
• Act as primary resident contact for program inquiries, processes, options, and resources; prepare clear, resident friendly materials and explanations.
• Support budget/expenditure tracking, invoice processing, variance monitoring, cost documentation, and data gathering on costs/materials and explanations.
• Compile, maintain and manage document control, records (digital/physical), version accuracy, filing systems, security, archiving, audits, discrepancy resolution, retention compliance, and audit-ready files per NSB policies/procedures.
• Prepare and submit all contract documents and all other project related paperwork consistent with sound project management practices.
• Ensure policy adherence, confidentiality, and standards in all documentation/communications.
• Collaborate respectfully across departments/partners; identify process improvements; demonstrate proactive ownership and “can-do” attitude.
• Assist with special projects, resource allocation, and other duties as assigned.

Knowledge, Skills and Abilities

• Knowledge of (or quick ability to learn) NSB organization, housing programs/policies, basic construction/housing processes, project coordination, cost tracking, and rural/remote Arctic logistical challenges.
• High proficiency in computer software for project administration and document management;
• Excel: Advanced creation/troubleshooting of trackers, budgets, schedules, risk registers using formulas, pivot tables, charts, conditional formatting, filters.
• Word/PowerPoint/Outlook: Professional documents, reports, presentations, templates, correspondence; calendar/meeting/task management; track changes.
• Adobe Acrobat: Create/edit/merge/secure (password/permissions/redactions), annotate, bookmark, add digital signatures/forms, optimize/manage PDFs for contracts/submittals/reports.
• Oracle JD Edwards EnterpriseOne (E1); Working inquiry-level proficiency in the financial management system sufficient to navigate modules, retrieve financial data, and generate accurate project-related reports.
• Strong records/document/file management: structured systems (naming, hierarchies, metadata, version control), retention/security/disposal, tools, (shared drivers/SharePoint/OneDrive), troubleshooting, audit-ready/confidential records.
• Excellent organizational, multitasking, time-management, attention-to-detail, and prioritization skills in deadline driven settings.
• Clear, professional, respectful, responsive communication (written/verbal), especially with residents/stakeholders; discretion with confidential information.
• Ability to thrive in rural/remote Arctic conditions while embodying departmental values.

Education, Experience, Certifications and Licenses Required

• High school diploma/G.E.D. or equivalent combination of education/experience totaling 12 years.
• 1-3 years preferred experience in project administration/coordination, preferably construction/housing/logistics/public service (relevant prior experience strongly preferred; not entry-level).
• 2 years experience in written/oral communications preparation/assistance.
• Proficiency in: Oracle JD Edwards EnterpriseOne (E1) system, Hubble 2020.1, Microsoft Office Suite, project management tools (e.g., MS Project, Asana,
• Monday.com
• ), Adobe Acrobat
• Solid understanding of project lifecycles, workflows, administrative processes.
• Valid Alaska Drivers License (meeting NSB insurance requirements).