Program Administrator

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.

• 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