Project Manager, Administrative Management

THEA BOWMAN LEADERSHIP ACADEMY

School Year

Position: Project Manager

Reports to:Superintendent

Start Date:Upon Board Approval

Position Summary

The Project Manager is responsible for planning, coordinating, and overseeing administrative, operational, and facilities-related projects that support the mission of the organization. This position ensures projects are completed on time, within budget, and in compliance with organizational policies while providing executive-level support to the Superintendent and administrative team. The Project Manager serves as the central coordinator for facilities maintenance, organizational scheduling, travel logistics, and special initiatives.

Project Management

Plan, organize, implement, and monitor multiple projects from initiation through completion.

Develop project schedules, timelines.

Coordinate staff, contractors/vendors, & external partners to ensure successful project execution.

Prepare project status reports and communicate progress to executive leadership.

Identify project risks and develop mitigation strategies to ensure timely completion.

Facilities and Maintenance Management

Coordinate preventative and corrective maintenance activities for all organizational facilities.

Schedule and monitor maintenance vendors and contractors.

Maintain maintenance records, work orders, inspections, warranties, and service agreements.

Conduct routine facility inspections and recommend repairs or capital improvements.

Assist with emergency maintenance response and coordinate repair activities.

Ensure facilities remain safe, secure, and operational while complying with applicable regulations.

Travel and Transportation Coordination

Schedule transportation including buses, rental vehicles, airline reservations, hotels, and other travel accommodations.

Prepare travel itineraries and ensure compliance with organizational travel policies. Coordinate transportation logistics for conferences, field trips, athletic events, meetings, and special events.

Calendar and Event Management

Maintain the organization's master calendar for all meetings, events, programs, facilities usage, and major deadlines.

Coordinate scheduling among departments to prevent conflicts.

Manage reservations for facilities, meeting spaces, and organizational events.

Assist with planning, organizing, and coordinating special events, board meetings, conferences,ceremonies, and community activities.

Administrative Support

Provide project and administrative support to the Superintendent and executive leadership team.

Assist with procurement activities including quotes, purchase requests, contracts, and vendor coordination.

Coordinate cross-departmental communication regarding projects and operational initiatives.

Compliance and Documentation

Maintain project files, contracts, maintenance logs, permits, and required documentation.

Ensure compliance with organizational policies, grant requirements, procurement regulations, and applicable federal, state, and local requirements.

Assist with audits, reporting requirements, and documentation requests.

Other Responsibilities

Assist administration with daily operational needs and special assignments.

Support emergency preparedness and operational continuity efforts.

Participate in strategic planning and organizational improvement initiatives.

Perform other duties as assigned by the Superintendent.

Education

Experience in Business Administration, Project Management, Public Administration, Facilities Management, Construction Management, or a related field preferred.

Equivalent combination of education and experience may be considered.

Experience

Minimum of three (3) years of progressively responsible project management or operations experience.

Experience coordinating multiple projects simultaneously.

Experience managing vendors, contractors, maintenance operations, or facilities preferred.

Experience in education or nonprofit organizations is desirable.

Knowledge, Skills, and Abilities

Excellent organizational and project management skills.

Strong verbal and written communication abilities.

Ability to prioritize multiple projects and meet deadlines.

Proficiency with Microsoft Office Suite and Google Workspace.

Experience using project management software.

Strong analytical and problem-solving skills.

Ability to maintain confidentiality and exercise sound judgment.

Excellent interpersonal and customer service skills.

Ability to work independently and collaboratively with diverse stakeholders.

Physical Requirements

Ability to occasionally lift up to 25 pounds.

Ability to walk facilities, construction sites, and maintenance areas.

Ability to work occasional evenings or weekends for organizational events.

Work Environment

The Project Manager works in both office and field environments, including administrative offices, educational facilities, maintenance areas, and construction sites. The position may require occasional local and regional travel.

Performance Expectations

Success in this position…