Project Administrator

ABOUT US

Franklin Park Conservatory and Botanical Gardens offers world-class horticulture, art & nature-based exhibitions and educational programs. The 13-acre indoor and outdoor facility-situated two miles from downtown Columbus-features glasshouses including the historic John F. Wolfe Palm House; botanical gardens including the Scotts Miracle-Gro Foundation Children's Garden and Scotts Miracle Gro-Foundation Community Garden Campus; and event venues. The Conservatory is home to the largest collection of Chihuly glass in a botanical garden and Light Raiment II by internationally renowned artist James Turrell. Committed to the community, the Conservatory strives to provide an accessible and welcoming experience to all.

MISSION

As a premier botanical garden destination, we connect people to nature and create life enhancing experiences.

VISION

Envision a world that celebrates nature as essential to the human experience.

JOB SUMMARY

The Project Administrator supports the planning and execution of complex, multi-year master plan projects and other initiatives by providing administrative support and leading the implementation and management of project management systems. The position coordinates closely with internal teams and external design and construction partners to facilitate communications, track progress, maintain accurate project data, and ensure timely completion of tasks and milestones. Responsibilities include organizing project documentation, facilitating meetings and site visits, and serving as a key liaison to the VP of Planning. The role also provides oversight of construction-related accounting processes, including invoices, job cost tracking, and change orders. Additionally, this position monitors project performance, communicates updates to stakeholders, and contributes to a high-quality experience for staff, visitors, and guests.

This position reports to the VP of Planning and will also take direction from the Associate Director of Exhibitions.

Additional Information: This is a full-time non-exempt position based in Columbus, Ohio.

This position is eligible for the Conservatory's benefit package offered to full-time employees, which includes medical, dental and vision insurance, company paid Life/AD&D/Short-Term and Long-Term Disability insurance, participation in the Ohio Public Employees Retirement Program (OPERS), optional 457(b) Deferred Compensation plan, generous Paid Time Off (PTO), and complimentary membership to the Conservatory.

Compensation: $25-$29/hourly paid biweekly.

RESPONSIBILITIES

• Serve as the primary administrative support for the VP of Planning and serve as a liaison to internal and external parties.

• Lead the research, evaluation, procurement, and implementation of project management systems to support complex, multi-year master plan projects and other initiatives.

• Oversee the rollout, training, and ongoing maintenance of project management tools used to track schedules, milestones, and deliverables.

• Collaborate with internal and external stakeholders to gather and distribute information, monitor progress, and ensure timely follow-up on tasks and deadlines.

• Maintain accurate and up-to-date data within project management systems and related platforms, ensuring integrity and consistency of project information.

• Organize and manage all project documentation, including contracts, reports, meeting minutes, change orders and record retention.

• Coordinate design and construction team meetings and site visits, including scheduling, agenda development, presentation preparation, minute-taking, and tracking of action items.

• Provide oversight of construction accounting processes, including review of contractor invoices, job cost tracking, lien waivers, and change orders.

• Develop and deliver project updates to staff through written communications, intranet postings, and presentations at All Staff and Lunch & Learn meetings.

• Monitor project progress, identify potential risks or delays, and prepare regular status reports for leadership.

• Conduct research and support procurement activities as directed by the VP of Planning.

• Perform additional duties as assigned, with a strong commitment to supporting visitors and enhancing the overall guest experience at the Conservatory.

CREDENTIALS AND EXPERIENCE REQUIRED

• 3-5 years of project management or administrative experience, preferably in a project-based environment.

• Previous experience in construction administration or construction management is a plus.

• Bachelor's degree in business administration, project management, organizational leadership, construction management, or related field preferred. A combination of associate's degree and job experience is also acceptable.

• Project management certification such as Project Management Professional (PMP) or Certified Associate in Project Management (CAPM) a plus.

KNOWLEDGE, SKILLS, AND ABILITIES

• Proficiency in project management software, with strong attention to detail in data entry, tracking, and reporting.

• Knowledge of project management systems and tools and data management best practices.

• Knowledge of Microsoft suite of products including Outlook, Teams, Excel, and Sharepoint.

• Strong organizational and project coordination skills with the ability to manage multiple priorities and deadlines effectively.

• Effective written and verbal communication skills, including preparing reports, meeting notes, and stakeholder updates.

• Skills in prioritization, analytical, problem-solving, and attention-to-detail.

• Interpersonal skills to collaborate with internal teams, leadership, and external partners.

• Ability to manage complex project information and maintain accurate, organized, and reliable documentation systems.

• Ability to coordinate cross-functional teams and serve as a liaison between leadership and external partners.

• Ability to interpret contracts, financial data, and project documentation to support decision-making.

• Ability to work independently and be self-motivated.

• Knowledge of construction project processes, including contracts, change orders, lien waivers, and basic job cost accounting concepts a plus.

• Commitment to supporting and advancing the mission, vision, and values of Franklin Park Conservatory and Botanical Gardens.

EEO Statement:

Franklin Park Conservatory and Botanical Gardens is an Equal Opportunity Employer. The Conservatory does not discriminate in its employment decisions on the basis of race, religion, color, national origin, sex, pregnancy, lactation status, gender identity or expression, sexual orientation, age, disability, veteran or military status, genetic information, or any other protected status. The Conservatory values diversity and is committed to creating an inclusive environment for all employees.