Project Administrator - Development

Provide administrative, technical, coordination, and documentation support for housing projects (loan programs, home ownership education, resident building initiatives, construction/logistics). Ensure accurate tracking, organized records, timely communication, and smooth execution while collaborating with the Manager, staff, residents, contractors, vendors, NSB departments, and partners. Uphold departmental values; responsiveness, integrity, innovation, respect for diversity, and "can-do" approach.

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification. Shown are duties intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

Serve as the primary point of contact for Community Outreach efforts, including organizing and scheduling community meetings, managing website modifications, updating the Resource and Services Guide, and preparing other public notices as needed.

Deliver administrative and coordination support for housing development projects, including loan programs, new homebuyer education initiatives, and shipping subsidy programs.

Break projects into tasks, set timelines/milestones, update schedules and logistics plans, track progress against goals, budgets, and NSB priorities.

Maintain/update project documentation (loan client files to include construction invoices, client payments on account, and organization of historical digital and paper files).

Schedule/coordinate meetings, prepare agendas, record minutes, track action items, and facilitate communication among teams, residents, contractors, vendors, and stakeholders.

Act as primary resident contact for program inquiries, processes, options, and resources; prepare clear, resident friendly materials and explanations.

Support budget/expenditure tracking, invoice processing, variance monitoring, cost documentation, and data gathering on costs/materials and explanations.

Compile, maintain and manage document control, records (digital/physical), version accuracy, filing systems, security, archiving, audits, discrepancy resolution, retention compliance, and audit-ready files per NSB policies/procedures.

Prepare and submit all contract documents and all other project related paperwork consistent with sound project management practices.

Ensure policy adherence, confidentiality, and standards in all documentation/communications.

Collaborate respectfully across departments/partners; identify process improvements; demonstrate proactive ownership and "can-do" attitude.

Assist with special projects, resource allocation, and other duties as assigned.

Knowledge of (or quick ability to learn) NSB organization, housing programs/policies, basic construction/housing processes, project coordination, cost tracking, and rural/remote Arctic logistical challenges.

High proficiency in computer software for project administration and document management;

Excel:
Advanced creation/troubleshooting of trackers, budgets, schedules, risk registers using formulas, pivot tables, charts, conditional formatting, filters.

Word/PowerPoint/Outlook:
Professional documents, reports, presentations, templates, correspondence; calendar/meeting/task management; track changes.

Adobe Acrobat:
Create/edit/merge/secure (password/permissions/red actions), annotate, bookmark, add digital signatures/forms, optimize/manage PDFs for contracts/submittals/reports.

Oracle JD Edwards Enterprise One (E1);
Working inquiry-level proficiency in the financial management system sufficient to navigate modules, retrieve financial data, and generate accurate project-related reports.

Strong records/document/file management: structured systems (naming, hierarchies, metadata, version control), retention/security/disposal, tools, (shared drivers/SharePoint/One Drive), troubleshooting, audit-ready/confidential records.

Excellent organizational, multitasking, time-management, attention-to-detail, and prioritization skills in deadline driven settings.

Clear, professional, respectful, responsive communication (written/verbal), especially with residents/stakeholders; discretion with confidential information.

Ability to thrive in rural/remote Arctic conditions while embodying departmental values.

High school diploma/G.E.D. or equivalent combination of education/experience totaling 12 years.

1-3 years preferred…