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Project Administrator Resume

DYNAMIC PROJECT COORDINATOR
History of coordinating complex installation and development projects with budgets up to $125 million. Proficient in building and managing vendor relationships for service and products, including negotiating and administering contracts, work statements and deliverables. Dedicated individual; achieving a reputation for consistently going above and beyond what is required.

AREAS OF EXPERTISE

  • Program Management
  • Information Technology
  • Project Control & Management
  • Meeting/Event Planning
  • Legal/Government
  • Sales & Marketing
  • Human Resources

ACCOMPLISHMENTS:

  • 14 years of Business Administration and Project Coordination – maintaining excellent client relations.
  • Negotiated contracts with vendors (hotels, conference centers and livery services) resulting in a cost savings of $78,000+ a year.
  • Researched, analyzed, and identified systems processing errors that recovered $185,000+ overpaid to vendors.
  • Reduced accounts receivable greater than 90 days from 32% to 12%
  • Led the effort for an IT Inventory Analysis for a major pharmaceutical corporation, which reduced complexity.

Information Technology:

  • Part of the J&J Corporate Program Management Office (PMO) under the leadership of the CIO, responsible for tracking progress and controlling a core strategic effort - $125+ Million Information Technology Initiative
  • Assisted with preparing content changes to the IT Standards and Roadmaps to meet a tight deadline on a high priority deliverable; this included reviewing and editing each of the 600+ standard/evaluation/transitional products, assisting with data architecture content changes in the IT Standards and Roadmaps to prepare for the new application re-write deployment.
  • Test Cases – executing test scripts
  • Experience in IT logistics, materials and asset management
  • Published and posted documents to the SSB Portal under the categories of: SSB Membership List, SSB Domain Model, SSB Meeting Minutes, and other pertinent documents using Documentum Web Publisher.
  • Collaborated with senior management to create White Papers in the areas of research and review.
  • Tracked, monitored, initiated New Technology Waiver requests.
  • Created a New Technology User Manual and document mapping and other SOPs.
  • Coordinated JJAPF membership list upgrades and meeting logistics.
  • Migrated architecture e-rooms to a SharePoint environment.

Administration Support and Management:

  • Supervised staff of 15 Administrative Assistants – Tested, trained, motivated, and initiated new employee orientation to foster positive attitudes towards the contracted organization\'s goals.
  • Planned, coordinated, and organized Global/ Regional training programs, departmental meetings, events, and teleconferences.
  • Managed and balanced departmental budget for Global Business Leadership Programs - $25+ Million.
  • Allocated and negotiated funds with external vendors.
  • Developed and produced various weekly, biweekly, and monthly reports, charts, schedules, and presentations.
  • Generated legal documents including request for proposal, letter of intent, and contracts to CRO\'s (Contract Research Organization) for new clinical studies ranging from $8,500 to $6+ Million.
  • Excellent written/oral communication skills, both for internal and external use at all levels. Proficient in resource utilization at all levels.
  • Notary public

TECHNICAL SKILLS
MS Office Suite , Microsoft Project , Primavera , Visio , Front Page ,One Note , T&E Express , ExecuTrak , gXRS
, Windows 3.1 through XP , Lotus Notes , ChangePoint , Documentum Web Publisher , Outlook/Exchange Email , NetMeeting , Live Meeting , Global Network Dialers , Netscape Messenger , Photo Shop , dBase III , AS400 , Ariba , Clarity , TrackWise , Adobe , SAP , e-Room management , Content Management , SharePoint , PC maintenance & backup

PROFESSIONAL EXPERIENCE:

Confidential
Project Administrator (Information Technology), February 2010 to Present

  • Assist Sr. Project / Program Managers with administrative tasks including setup and maintenance of project plans, status reporting and adherence to project timelines
  • Meet weekly with PMs to discuss plans and status of project deliverables
  • Create weekly project status reports
  • Identify problem areas, propose fixes &coordinate their remediation
  • Manage project logistics,( i.e. project plan, assign/track resources, project scheduling, track progress, prepare reports, view critical risks and issues, manage project cost, follow-up on Risk Plan action items, etc.)

Confidential
Project Manager, IT Service Catalog ITIL V.3 (consultant) November 2008 to February 2010

  • Coordinateproject deliverables for the IT Service Catalog
  • Identify critical paths, establish due dates & track milestones
  • Follow up with contributors toensure deadlines are met
  • Organize and conductdesignworkshops withservice owners
  • InterviewIT subject matter experts,verifying technical information onservice delivery (i.e. monitoring tools& service levels)
  • Administeruser acceptance test (UAT) plan
  • Recommend& compile use cases
  • Identify problem areas, propose fixes &coordinate their remediation
  • Manage project logistics,( i.e. project plan, assign/track resources, project scheduling, track progress, prepare reports, view critical risks and issues, manage project cost, etc.,)

TLM Analyst, Confidential

  • Support the SSB (Standards & Strategies Board) with content change to the IT Standards and Roadmaps as well as new application re-write deployment.
  • Develop and maintain Wikis, IT Inventory Analysis, and the New Technology User Manual.
  • Create, publish & post documents to the SSB Portal: SSB Membership List, SSB Domain Model, SSB Meeting Minutes, and other documents using SharePoint and Rochade.
  • Assist with New Technology & Waiver requests - tracking and monitoring.
  • Support PLM or other SSB workgroup research and documentation.
  • Coordinate JJAPF membership list updates and meeting logistics.
  • Schedule project-related meetings; including creating the agendas, assimilating meeting materials and minutes.
  • Tracked progress of high-level deliverables, project plans, and other project documentation associated with the project using MS Project and other project reporting tools.
  • Update PMO Office as required and reviewed associated reports.
  • Utilizing MS Project to update project plan, allocate resource time, assign/track resources, project scheduling, track progress, prepare reports, view critical risks and issues, manage project cost, etc,
  • MS Visio to map processes, create diagrams such as cross-functional flowcharts, swim lanes, timelines, project lifecycles

Confidential May 2008 to October 2008
Project Coordinator / Jr. Project Manager

  • Coordinated Citrix, Outlook, Office (COO) migrations in US/CANADA.
  • Weekly migrations involving coordination with COO Project Team. Includes interaction with technical and business team members.
  • Conducted weekly/daily meetings on pre-migration and migration tasks along with providing status updates to COO Project Team and senior management.
  • User follow-up and coordination of issue troubleshooting as needed.
  • Created migration processes and procedural documentation as needed.
  • Interacted with key decision makers and act as a liaison between Business, BPO IT, and client locations.
  • Followed-up on open action items and business decisions as needed.
  • Supported issue monitoring and tracking throughout migration implementation.
  • Ensured migration and implementation plans contain logical, well-conceived action steps that support achievement of goals and objectives.
  • Responded to complex business user inquiries or issues as needed.
  • Interfaced with third party vendors/support teams to assist with training coordination and issue resolution.
  • Maintain and update all supporting documentation referenced by Business, 3rd party vendors, BPO IT, and client locations.
  • Pre-migration data verification for AD attributes.
  • Overseen follow-up of data verification post migration.
  • Utilized strong communication skills while identifying key issues.

Confidential December 2007 to May 2008
Project Coordinator – Technical Solutions
For multiple clients:

  • Governed the eRoom restructure initiative.
  • Created eRoom user manuals (for updating existing documents , uploading new files, and locating proper documents)
  • Produced, publish & post documents to the eRoom Portal: APPS Membership List, APPS Meeting Minutes, and other functional documents.
  • Supported PM on workgroup research and documentation.
  • Coordinated meeting logistics.
  • Performed daily eRoom Audits.
  • Document Management.
  • Test Cases - testing different functionalities within the Accounts Payable Staging environment based on the criteria of the test scripts
  • Tracked project deliverables and proactively reports project status.
  • Tracked quarterly expenses to budget targets.
  • Resolved roadblocks to project completion and escalates unresolved issues.
  • Completed special projects to implement process improvements.
  • Utilized MS Project to update project plan, assign/track resources, project scheduling, track progress, prepare reports, view critical risks and issues, manage project cost, etc,
  • MS Visio to map processes, create diagrams such as cross-functional flowcharts, swim lanes, timelines, project lifecycles.

Confidential June 2005 to December 2007
Worked as a consultant on the following projects:

Confidential
ITIS Information Architecture Analyst, Information Architecture

  • Supported the SSB (Standards & Strategies Board) with content change to the IT Standards and Roadmaps for the first publish release of 2007 (high priority) as well as new application re-write deployment.
  • Migrated e-Room to Microsoft SharePoint
  • Developed and maintain Wikis, IT Inventory Analysis, and the New Technology User Manual.
  • Created, publish & post documents to the SSB Portal: SSB Membership List, SSB Domain Model, SSB Meeting Minutes, and other documents using Documentum Web Publisher.
  • Assisted with New Technology Waiver requests - tracking and monitoring.
  • Support PLM or other SSB workgroup research and documentation.
  • Coordinated JJAPF membership list updates and meeting logistics.
  • Schedule project-related meetings; including creating the agendas, assimilating meeting materials and minutes.
  • Tracked progress of high-level deliverables, project plans, and other project documentation associated with the project using MS Project and other project reporting tools.
  • Updated PMO Office as required and reviewed associated reports.
  • Utilizing MS Project to update project plan, allocate resource time, assign/track resources, project scheduling, track progress, prepare reports, view critical risks and issues, manage project cost, etc,
  • MS Visio to map processes, create diagrams such as cross-functional flowcharts, swim lanes, timelines, project lifecycles

Project Coordinator / Administrator - Information Architecture (PMO)

  • Part of J&J Corporate Program Management Office under the leadership of the Chief Information Officer, managing and controlling a core strategic effort (Base5) $125 million+ information technology initiative.
  • Responsible for tracking progress, communication/interactions with project leads and identifying key risks areas. Perform project assessments and presented key findings to PMO office.
  • Managed project milestones and budget logistics.
  • Tracked and updated project schedules, status reports, change requests, project plans, and deliverables as objectives were met using MS Project and other project reporting tools.
  • Interfaced and coordinated with program/project managers and team members from initiation to project closing.
  • Communicated major milestones, priorities, bottlenecks and other major problems, which may potentially affect a successful project delivery.
  • Utilizing MS Project to update project plan, allocate resource time, assign/track resources, project scheduling, track progress, generate reports, view critical risks and issues, manage project costs, etc,
  • MS Visio to map processes, create diagrams such as cross-functional flowcharts, swim lanes, timelines, project lifecycles.

Confidential
Sr. Admin. Asst / Project Coordinator (Legislative & Regulatory research) – Government Affairs & Health Policy:

  • Researched, tracked, analyzed and compiled legislative & regulatory data. Provided administrative support to (2) Government Affairs & Health Policy Managers.
  • Responsible for providing government relations support on issue areas that include Medicare, disease management, health care quality, managed care.
  • Database management (legal and Medicaid/Medicare).
  • Researched and tracked key legislative and regulatory actions that affect Medicaid and identified and analyzed relevant trends in public policy.
  • Data entry.
  • Developed and generated reports.
  • Maintained Government Affairs & Health Policy Calendar.
  • Coordinated travel & meetings.
  • Expense report preparation & maintenance.

Confidential. February 2005 to June 2005
Paralegal Consultant

  • Assisted Attorney in preparing for closings, hearings, trials, and corporate meetings
  • Under the direction of the attorney, resolved routine legal issues.
  • Drafted legal documents, such as contracts, briefs, pleadings, appeals, wills, contracts, and instruments of trust.
  • Developed contracts and agreements, such as briefs, pleadings, appeals, wills, contracts, and settlement negotiations.

Confidential November 2003 to January 2005
Executive Administrative Assistant / Global Human Resources

  • Assisted Global Vice President, Human Resources Organizational Effectiveness & Leadership Development and three direct reports, with coordinating and controlling department budget ($ 25+ million).
  • Allocation and negotiation of funds to vendors.
  • Monitored budget and investigated over / under spending.
  • Directed and coordinated administrative staff of 2 Senior Administrative Assistant.
  • Coordinated global/regional departmental and external meetings and workshops, including arranging for A/V equipment needed, catering services, and travel.
  • Prepared 360 Evaluations.
  • Program management/project management with responsibility of planning, organizing, coordinating, reporting, preparing Power Point presentation, and budgeting of the Global Business Leadership programs, with close collaboration to the Head & Sr. Director of Global Organizational Effectiveness & Leadership Development department.
  • Demonstrated high level of credibility in maintaining the integrity of sensitive information/issues.
  • Submitted and tracked invoices for payment to CRO\'s on behalf of new studies.
  • Used SAP for Invoice, Financial Accounting, General Ledger, and Human Resource purposes – to track invoices, confirm payment, review vendor contract and payment terms, verify employee grade/pay level, budgetary information, and create PO’s.
  • Utilizing MS Project to list task, organize phases of tasks, set deadlines, make changes, and generate reports.

Confidential December 2002 to November 2003
Executive Administrative Assistant / Sales & Marketing

  • Assisted Regional Vice President of Sales and Marketing in planning and execution of sales promotions, vast project management, reports and system maintenance.
  • Maintained retail and item validation, planograms, and cost discrepancy reports, prepared correspondence, processed new item forms, cost exception and product reserve forms.
  • Assimilated presentation materials, conducted retail store audits, assisted with store merchandising.
  • Studied methods for improving work measurements and performance standards.
  • Complied and analyzed data from spreadsheets, desktop publishing and project management programs.
  • Maintained high standards of excellence.

Confidential November 2000 to January 2002
Senior Administrative Assistant DSE/Toxicology

  • Provided personalized service to the Head of DSE/Toxicology Laboratory, US.
  • Effectively prioritized, extensive project management, planned and organized multiple tasks required for providing the necessary administrative support for DSE/Toxicology to meet the needs of development programs/marketed products.
  • Coordinated travel arrangements (both international & domestic) and managed itineraries, worked closely with the Travel Department to submit necessary documents for traveling abroad.
  • Coordinated regional/global meetings.
  • Prepared and coordinated teleconferences with associates/client throughout worldwide sites.
  • Assisted in specialized projects, as appropriate.
  • Maintained and created reports by collecting necessary data; assisted with preparation and coordination of essential tracking systems within department.
  • Reviewed, drafted, and prepared legal documents for implementation of Drug Safety Evaluation clinical studies and Contract Research Organizations (Letter of Intent, Request for Proposals, Disclosure Agreements, etc.,
    Administered invoices for payment on behalf of research studies initiated with CRO\'s (Contract Research Organizations) ranging from $8,500 to $6,000,000.
  • Interacted with all levels of management, both domestic and international including vendors/consultants.

EDUCATION & TRAINING:

  • A.A.S., Liberal Arts & Legal Studies (40+ credits)
  • B.S., Business Administration / Business Mgmt. 86+ credits (degree anticipated mid 2009)
  • Certificate, Computer Programming , 1992

Certifications:

  • Quality Management
  • Project Management
  • Lean Six Sigma (Green Belt)
  • Documentum Web Publisher 5

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