Institute for Building Technology and Safety

  • Senior Project Administrator

    Posted Date 11 months ago(9/5/2018 1:48 PM)
    Job ID
    # of Openings
    Job Locations
    Disaster Recovery
  • Responsibilities


    This position is part of a Disaster Recovery team. We are not first responders, but when natural disasters strike (e.g.., hurricanes, earthquakes, flood waters, tornados, fires, etc.) our team fully engages as part of the recovery process to help restore the communities. Our primary focus is working with homeowners in the restoration of their houses and property.

    This position will begin as an “on-call/as-needed” basis, with strong probability of converting to a regular, full-time position with full employee benefits which include (but are not limited to) medical, prescription, dental, vision, FSA, 401k with employer matching, paid holidays, and paid leave.

    We are looking for individuals who are willing, able, and readily available to be a part of this team, who can report for work on short notice and remain engaged throughout the recovery efforts for varying periods of time.


    Position Summary:


    The Senior Project Administrator will perform various clerical and administrative tasks to support the IBTS offices and disaster recovery activities. In order to be successful, this individual will function as a vital member of the team, provide excellence in support and services to internal and external customers, and possess a demonstrated ability to effectively and efficiently multitask with a high degree of accuracy, professionalism, and timely completion of duties.  Individual will be available and flexible to travel on an as-needed basis. 



    • Performs duties independently and exercises a high degree of independent judgment and initiative in determining the approach/action to take in non-routine situations.
    • Records and documents activities related to the progress of the FEMA/CDBG programs for future discussions.
    • Assists with FEMA/CDBG reporting.
    • Have well-developed skills in administration and organization, written and verbal communication, interpersonal relationships, multi-tasking and problem solving.
    • Assist in developing the monitoring letters and tracking all monitoring results.
    • Responds to requests for information; may require interpretation of department rules and regulations.
    • Independently composes and types correspondence for signature of manager regarding administrative matters, office policies, or programs.
    • Compiles and types special reports by selecting relevant information from a variety of sources such as reports, documents, correspondence, electronic files, etc.
    • Organizes and maintains files and reference manuals/materials; ensures confidentiality of information, as necessary.
    • Prepares materials needed for meetings, such as agendas, handouts, binders, etc.
    • Provides services related to purchasing, travel arrangements, and scheduling.
    • Performs administrative functions such as payroll preparation, travel reports, supply requisitions, etc.
    • Answers the telephones and routes call to the correct person or takes a message.
    • Sets up and types a wide variety of correspondence, reports, tables, records, case histories, hearings, etc. from rough draft, dictation, dictating machine or instructions.
    • Types materials that involve knowledge of FEMA/CDBG terminology.
    • Attends meetings and transcribes minutes.
    • Proofs typing results for typographical errors, spelling, punctuation and format accuracy.
    • Establishes and maintains electronic files for identifying, recording and classifying stored data; extracts, assembles and merges stored information to create new documents.
    • Serves as liaison between manager and staff members.
    • Assesses importance of issues or conflicts, and briefs managers.
    • Other duties as assigned.


    • Associate’s Degree in relevant topic; Bachelor’s degree strongly preferred.
    • 10 years of experience in which similar work was a major portion of the role and duties.
    • Must possess advanced proficiency in the utilization of Microsoft Suite (Word, Excel, PowerPoint, etc.)

     Language Skills:

    • Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
    • Ability to write routine reports and correspondence.
    • Ability to speak effectively before groups of customers or employees of organization.

    Company Overview

    Bring your passion, expertise, and experience to IBTS, where we appreciate and are committed to our employees. We offer outstanding benefits, growth opportunities, and work hard to maintain a culture that values our employees. 


    The Institute for Building Technology and Safety (IBTS) is a 501(c) (3) non-profit organization established to provide unbiased professional building code compliance services, while enhancing the communities in which we work. At IBTS, our mission is to deliver quality services to meet the challenges of governance at all levels while enhancing public safety, economic development, and the general welfare of the community. Our services include Building and Community Development, Energy and Sustainability Services, Disaster Planning and Recovery, Quality Assurance, as well as Compliance and Risk Monitoring.


    IBTS is headquartered in Ashburn, VA, with additional offices in Louisiana, Missouri, New York, Oklahoma, Texas and Washington, DC.


    We are committed to building a community of experts with diverse backgrounds, disciplines, and perspectives who are passionate about our mission. IBTS is proud to be an Equal Opportunity and Affirmative Action Employer that is committed to hiring a diverse and talented workforce. This opportunity is open to Section S3 Residents.


    Explore the opportunities!


    Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
    Share on your newsfeed

    Need help finding the right job?

    We can recommend jobs specifically for you! Click here to get started.