Project Administrator

Dragonfly is a Convergent Research Focused Research Organization (FRO). Our mission is to capture the faint cosmic web of gas that connects galaxies across the universe, using a groundbreaking distributed-aperture telescope with over 1000 high-end telephoto lenses. Projected to span five years, our project includes two years of construction followed by three years of science operations.

We are looking for a highly motivated Project Administrator to join our dynamic team. In this key role, you will lead the charge in updating and monitoring the project tasks, budget, and schedule to create and communicate progress reports to the team. Reporting into the Project Director, you will closely collaborate with the other members of the Dragonfly team, working directly with a technical team of 4-5 members. With strong performance reflected in yearly reviews, this position offers a commitment for the entire five-year life of the project.

Responsibilities

• Work closely with project director to create and update tasks, review reports, create and review schedules
• Build/populate PM software tool with existing WBS and schedule information
• Source components and communicate with vendors
• Track components: including tracking orders, updating quantities, tracking locations, updating status (QA complete, on telescope, etc.)
• Provide summaries of component status
• Track budget and orders: organize purchasing paperwork (quotes, POs, invoices), create and populate spreadsheets to track budget
• Provide summaries of budget and order status
• Track tasks: update status of tasks in PM software (deadlines, start and end dates, time tracking), create dashboard to present task overview and update regularly, create and update Gantt chart
• Create status and progress reports for team review
• Administrative support for team members, as needed

Qualifications

• Exceptional communication, independence and problem resolution skills.
• Excellent time management and organizational skills
• Experience creating reports and synthesizing information for projects.
• Experience tracking budgets and providing summaries and reports for accounting
• Proficiency in task management software (such as Jira, ClickUp, Notion, MS Project, etc.) including creating custom tasks, dashboards, and Gantt charts
• Proficiency in Microsoft Office Suite of applications (or similar office suite softwares, e.g., Google Docs/Sheets)
• Desired: PMP Certified
• Desired: experience working in a start-up or start-up-like environment

What we offer

• Flexible working hours and location. The FRO is goal-oriented and most of the team works remotely, with occasional in-person team meetings. For local employees, office space is provided in the NRC Herzberg Astronomy & Astrophysics Research Centre in Victoria, BC, Canada
• Competitive salary: $90,000 - $100,000 USD a year (salary commensurate with experience and adjusted for locations outside of San Francisco)
• Excellent benefits, including (for US-based employees):
• Great medical, dental, and vision insurance options, with many $0 premium options for employees and their families
• Up to 16 weeks parental leave
• Up to 20 days PTO, 19 company holidays, and 2 weeks sick leave every 12 months
• 401(k) with up to a 6% employer match
• Employer paid life insurance, AD&D, and short- and long-term disability insurance
• Generous childcare reimbursement
• Wellness allowance for fitness and wellness activities.
• #LI-KP1 #LI-REMOTE