GENERAL DESCRIPTION OF WORK: 

Under general direction, the Special Projects Administrator is responsible for complex, strategic administrative support and project management duties that expand the bandwidth and resources of the Strategic Initiatives Group.  

The Special Project Administrator provides highly responsible special project support to the Vice President of Communications and Strategy and is accountable for project support of multiple strategic initiatives that are diversified and complex in nature.  

This position requires a well-organized and versatile individual who possess the ability to successfully collaborate on cross-functional and public-facing projects.  

ESSENTIAL FUNCTIONS: 

Strategic Support  

Works closely with the Division Vice President and Strategic Initiatives Manager to support execution of an annual Public Engagement Strategic Plan that serves as a guide for budget and divisional work planning. 

Tracks and measures Plan goals, objectives, outcomes, and measures of success.  

Ensures operational alignment with Public Engagement’s strategic initiatives.  

Increases bandwidth of the Strategic Initiatives/Project team by supporting the effective and efficient operation of work overseen by the Strategic Initiatives Manager.  

Performs a variety of responsible, strategic, and complex administrative duties and responsibilities, recommends, and helps administer policies and procedures.  

Provides quality review of activities, products, metrics, and reports for the Strategic Initiatives Manager and Division Vice President.  

In preparation of weekly leadership meetings, supports the Strategic Initiatives Manager in identifying areas where focus and direction is needed and provides analysis of key metrics to successfully evaluate progress.  

Prepares comprehensive analysis, briefs, plans, and summaries in preparation for upcoming meeting and initiatives in an effort to achieve maximum productivity and consistency.  

Fosters relationships and collaborates with individuals across all functions and levels of the agency.  

Assembles, complies, and analyzes information for periodic and special reports to support performance and strategic initiatives.  

Serves as a general resource and point of contact for project stakeholders and the Public Engagement Group.  

Attends VIA executive management team meetings, board meetings and other meetings as directed to assist the Division Vice President and Strategic Initiatives Manager in noting requests, directions, and directs all follow-up action items and discussions as a result of meeting outcomes.  

Special Projects 

Assists with special projects with a diverse set of strategic initiatives.  

Develops and prepares complex special reports, research, and studies; prepares recommendations on results; and evaluates recommended organizational, policy or procedural changes for consideration by the Division Vice President and Strategic Initiatives Manager.  

Manages special projects with a high-level of autonomy, initiative, and independent judgment, in order to proactively manages multiple priorities, conduct research, analyze data, offer recommendations and implement solutions that align with VIA’s strategic goals.  

Develops PowerPoint presentations with competency to research and gather information to draft bullet points, gather and include relevant images, and create graphics, charts, etc.  

Provides special project support across the agency on projects that are identified as critical to VIA’s strategic messaging and will be viewed by high-yield stakeholders. These projects may include presentations, planning, talking points, etc.  

Develops and manages the preparation of Public Engagement board agenda items and is accountable for the quality and timeliness of these materials.  

Assembles information and complies periodic and special reports to support performance and strategic initiatives.  

Identifies, defines and measures key performance indicators and creates executive-level reports that accurately compare actual performance to planned performance and historical performance on a regular basis.  

Supports VIA’s sponsorship and social responsibility program, as well as the administration of the master events calendar.   

Project Management 

With project leadership, facilitates regular project meetings to review and document plans and strategies.  

Systematically tracks and monitors project milestones and deliverables for each of the divisions and comprehensively the Public Engagement Group.  

Analyzes and develops periodic project health reports on an ongoing basis, by identifying and measuring appropriate metrics that measure project performance.  

Regularly reports to Division leadership on project(s) status, group resources and staff utilization.  

Helps oversee efficient positioning of resources.  

Helps manager performance expectations for project stakeholders and encourages the delivery of those expectations.  

This job description excludes marginal functions that are incidental to performing the job. Other duties may exist. 

EDUCATION AND EXPERIENCE: 

Requires a Bachelor’s Degree in Business Administration or related field and at least 3 years related experience in Public Engagement or an equivalent combination. Project management certification preferred. 

An equivalent combination of education and experience may be considered.  

ADDITIONAL REQUIREMENTS: 

Diplomatic and positive demeanor with the ability to interact successfully with a wide range of individuals and build strong relationships with leadership and their respective staff.  

Expert computer proficiency using Microsoft Office suite of applications including Word, Excel, and PowerPoint. 

Meticulous attention to detail and eye for accuracy.  

Editing and proofreading copy, advanced skills in grammar and punctuation. 

Proactive initiative and flexibility, accustomed to working in a fast-paced, deadline intensive environment. 

Impeccable communications and writing skills.  

Must be able to maintain confidentiality of highly sensitive knowledge and materials. 

Must be able to effectively identify, research, and resolve issues of varying complexity.  

Strong analytical skills, sound judgement and decision-making.  

Must be able to analyze situations, exercise sound judgment and use discretion to maintain confidentiality of sensitive materials.  

Must be able to work effectively within a team and autonomously.  

Must be able to analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of established goals.  

Must be able to carry out oral instructions and formulate own plan of action.  

Must be able to provide administrative and professional leadership and direction to staff.  

Must be able to make decisions in accordance with rules, regulations, and company policies and procedures.  

Must be strong communicator and influencer in order to obtain desired effect or outcome. 

Track record of delivering excellent customer service. 

Must be able to efficiently manage shifting priorities to meet deadlines and action items. 

Must be able to identify areas for improvement and provide innovative solutions. 

Must be able to maintain good work attendance. 

Safety Accountability Statement: 

• Employees must consider safety in all tasks performed, as well as demonstrate safe judgment and decisions that not only maintain their own safety; but that of fellow employees and customers. 

• Demonstrate a professional commitment to assure compliance with all organizational policies, practices and programs; related to safety, health, and system security. 

• Employees have a responsibility to identify and report hazards, as well as potentially unsafe conditions, to your immediate supervisor or Safety Department.  

• Employees are responsible, and required, to stop a job/task to prevent an unsafe incident or act from occurring. This acknowledges the threat of potential injury, property damage and the opportunity for better judgment to be used. 

Must comply with and support VIA’s EEO policies and the Diversity Program. 

PHYSICAL REQUIREMENTS: 

Physical ability required to be mobile, bend, stoop, stand, reach and occasionally lift objects weighing 5-25 pounds such as files, supplies and large reference books. 

WORK ENVIRONMENT: 

Work involves deadlines and multiple priorities. 

Works within normal office environment. 

Work often involves irregular hours.  

Remote or hybrid attendance may be acceptable, pending approval of the Division Vice President/Senior Vice President.