Case Western Reserve University · 10 hours ago
Project Administrator
Cleveland, OH
Full-time
Hybrid
Senior Level, Lead/Staff
$20.68/hr - $20.68/hr
8+ years expCase Western Reserve University is committed to providing quality education and infrastructure. The Project Administrator is responsible for managing the construction project management system, ensuring accurate tracking of budgets, schedules, and documentation for capital improvement projects across the university.
CharityHealth CareHospitalMedical
Responsibilities
Initiates and configures new capital improvement projects within the construction project management system by selecting appropriate templates and defining core settings such as project type, location, and responsible teams. Establishes key project parameters including budgets, schedules, and documentation workflows to support accurate financial tracking, efficient execution, and regulatory compliance. Sets up documentation workflows by creating approval chains, document categories, and retention policies to streamline communication and ensure consistency. Implements reporting tools to monitor progress, identify delays, and support data-driven decision-making. Works closely with the construction and design teams to collect project setup requirements, validate project readiness, and standardize naming conventions and metadata for auditability and reporting. Conducts setup reviews and applies necessary adjustments to minimize errors and ensure project integrity. (40%)
Manages the classification, organization, and retention of critical construction documentation, including invoices, insurance certificates, purchase orders, contracts, change orders, and directives. Collaborates with the Construction and Design Teams to develop and enforce standardized document filing and retention policies across all capital projects. Maintains a centralized library of project templates (standard and custom) and ensures proper version control, accessibility, and compliance with organizational and regulatory standards. (20%)
Oversees the planning, documentation, and implementation of system changes within the construction project management system to support evolving business needs. Prepares detailed business and technical requirements for new features, workflow enhancements, or configuration updates, and presents them to the construction and planning & design team for approval. Creates and maintains support documentation tailored to the organization's unique processes. Coordinates system changes across departments to ensure consistency and minimize disruption. Leads user acceptance testing for major updates, guiding users through testing scenarios and validating that new configurations meet operational requirements before deployment. (20%)
Manages user access and system permissions within the project management system platform by creating and maintaining user accounts aligned with project roles and responsibilities. Facilitates onboarding and training for new users (internal & external) through hands-on instruction, reference materials, and guided walkthroughs to promote platform proficiency. Provides ongoing technical support, resolving access issues and troubleshooting system errors to ensure user satisfaction and operational continuity. Oversees report and folder subscription settings to ensure users receive timely and relevant project data. (15%)
Perform other duties as assigned. (5%)
Qualification
Required
8 years of experience in construction project coordination or administration
Familiarity with construction phases, terminology, and documentation processes
High School Education
In-depth knowledge of capital project workflows and construction documentation processes
Proven proficiency in Microsoft Office (Excel, Word), Adobe Acrobat, and Google Workspace applications
Skilled in administering and configuring project management software tools
Hands-on experience with construction accounting systems, including PeopleSoft Financials or comparable ERP platforms
Exceptional written and verbal communication skills, with the ability to deliver effective training and produce clear documentation
Strong attention to detail, with a commitment to accuracy and regulatory compliance
Capable of managing multiple priorities, working independently, and collaborating effectively across teams
Demonstrated ability to identify potential challenges early, assess and mitigate risks, and actively contribute to resolving project issues
Ability to meet consistent attendance
Ability to interact with colleagues, supervisors, and customers face to face
Willingness to learn and utilize Artificial Intelligence (AI)
Benefits
Excellent healthcare
Retirement plans
Tuition assistance
Paid time off
Winter recess
Company
Case Western Reserve University
Case Western Reserve University is among the nation's leading research institutions.
5001-10000 employees
H1B Sponsorship
Case Western Reserve University has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (101)
2024 (103)
2023 (114)
2022 (123)
2021 (86)
2020 (134)
Funding
Current Stage
Late StageTotal Funding
$3.2MKey Investors
National Cancer Research Institute
2018-10-18Grant· $3.2M
Leadership Team
Caden Kacmarynski
Co-Founder and President - Case Quantum Computing
Christine Kush
Associate Dean, Corporate Partnerships and Executive Education
Company data provided by crunchbase