Project Administrator vs. Project Assistantby Tara Duggan, Demand Media

A job framework established for a company allows you to see a clear career

path. The framework defines the qualifications and responsibilities of project

management staff at various levels. Managers use this information to create

job descriptions, help employees plan their careers and conduct performance

assessments. A typical progression starts with the job title project assistant,

followed by project coordinator, project administrator, project manager and

culminating with project director. As employees get promoted, they take on

additional responsibilities.

Qualifications

A project assistant role typically requires a high school diploma or

equivalent. Usually, one to three years of office work is preferred. To gain

experience for this job, do volunteer work or participate in school or

community projects. A project Administrator job usually requires a bachelor's

degree and three years of experience. For complex project environments, a

master's degree in business administration or extensive project management

experience is preferred. Project administrators may require additional

certification. The Project Management Institute offers several project

management credentials. It also publishes the Project Management Body of

Knowledge to guide project management professions.

Expertise

Project assistants usually have basic skills in using office applications, such

as Microsoft Word, Excel and PowerPoint. You must have good

communication skills, such as writing, listening and speaking. In addition to

these skills, at the project administrator level, additional skills in planning,

negotiating and influencing are important. Both roles require strong

organizational skills and the ability to focus on multiple tasks at the same

time. Additionally, project administrators typically define the tools, templates

and techniques used in the company's project initiation, planning,

development, monitoring and execution, and closing.

Job Responsibilities

A project assistant typically provides general administrative support to

projects, under the direction of more experienced project management

professionals. Project assistants help produce proposals, plans and reports.

They organize and maintain project files and databases. They might assist

with monitoring the project budget, scheduling meetings and preparing

presentations. Project administrators develop policies and procedures. They

oversee the activities of project assistants and collaborate with superiors to

develop plans and evaluate progress.

Leadership

Project assistants work with clients and customers to solve daily business

problems. They perform a tactical function and may be the first point of

contact for all project communication. Project administrators perform a more

strategic role by establishing procedures, motivating subordinates,

implementing process improvement projects and building relationships with

stakeholders and sponsors. Project administrators also check for errors and

manage risk so projects achieve their expected outcomes.