Project Administrator, Office COO

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Claremont, CA

Project Administrator, Office of the COO

Department:
Office of the Chief Operating Officer

Supervisor: VP, Chief Operating Officer and Treasurer

Last Updated: 09/25/2026

The Project Administrator serves as a key member of the Office of the Chief Operating Officer (COO), leading and coordinating cross-functional projects and operational initiatives that advance the priorities of the Office.. Working across Finance, Human Resources, Information Technology, Facilities, Dining Services, Legal Affairs, Risk Management, and other operational areas, this position leads and coordinates cross-functional initiatives, manages projects, prepares executive communications and briefing materials, and ensures the timely execution of institutional priorities.

The successful candidate is a highly organized, collaborative professional who exercises sound judgment, demonstrates intellectual curiosity, and enjoys bringing structure to complex initiatives. They are an effective problem solver who thrives in a dynamic environment and values innovation, continuous improvement, and leveraging technology to enhance organizational effectiveness. Through exceptional service, collaboration, and operational excellence, this role supports the College's mission while helping create efficient, sustainable solutions across the institution.

• Lead and coordinate strategic initiatives and special projects on behalf of the COO from planning through implementation.
• Develop and maintain project plans, timelines, milestones, deliverables, roles and responsibilities, and risk mitigation strategies; proactively identify barriers and drive projects toward successful completion.
• Coordinate complex initiatives involving multiple departments, trustees, consultants, attorneys, and external partners.
• Develop dashboards, project trackers, reports, and other tools that provide visibility into strategic priorities and organizational performance.
• Ensure commitments made by the Office of the COO are appropriately tracked, communicated, and completed.

• Lead and manage cross-functional initiatives and special projects on behalf of the COO from initial scoping and planning through implementation, completion, and assessment.
• Partner with the COO to translate strategic priorities into coordinated action across multiple departments and initiatives.
• Conduct research, synthesize complex information, and develop recommendations that support informed decision-making.
• Prepare briefing materials, presentations, reports, correspondence, and other communications that support the work of the COO.
• Attend meetings as appropriate; document key decisions, identify action items, coordinate follow-up activities, and independently advance initiatives resulting from those meetings.
• Anticipate emerging issues, competing priorities, and organizational needs while exercising exceptional judgment and discretion.

• Coordinate the day-to-day operations of the Office of the COO to ensure efficient execution of priorities.
• Manage highly confidential legal, financial, personnel, college governance process, and operational information with exceptional professionalism and discretion.
• Coordinate legal engagement agreements, litigation hold documentation, contract administration, confidential records, and other operational matters as assigned.
• Coordinate Board committee meetings, prepare for senior staff meetings, leadership retreats, and other meetings involving the COO.
• Prepare agendas, meeting materials, reports, presentations, and briefing documents.
• Serve as a liaison between the Office of the COO and trustees, faculty, staff, students, consultants, attorneys, and external partners.
• Ensure meeting decisions, action items, and commitments are documented, communicated, and followed through to completion. This includes…