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Project Administrative Assistant II

Department: Project Management
Location: Portland, OR

Vigor Values

Vigor expects all employees to enhance the atmosphere in which they work by living the Vigor Values every day.

Truth: We seek the truth, and we speak the truth
 We act on what we know is right
: We seek mastery, and adapt to a changing world
 We care about the people we work with, and the world we live in


This position is responsible for a wide variety of complex project administrative work and support.


ESSENTIAL FUNCTIONS AND MAJOR RESPONSIBILITIES: (This list is not intended to detail all aspects of the assigned work but is representative of the jobís overall responsibilities.)

  1. Performs a wide variety of advanced administrative work including maintaining a variety of statistical records using various databases; checks and tabulates statistical data; reviews, computes, and corrects data requiring analysis and coordination of several data sources and interpretation of policy.  
  2. Word processes and proofreads a variety of documents including general correspondence, reports, and statistical charts from rough drafts or verbal instructions; independently composes correspondence and memos; compiles, formats and analyzes data from various data sources and prepares reports and conclusions.  
  3. Set up and maintenance of new projects and activities in IFS software. Coordinate with other Departments on intercompany project set up. Maintain Electronic Project Files.
  4. Update complex project spreadsheets daily
  5. Security Support to include welcoming guests and ensuring security sign in is complete, supervising vendors while on site, coordinate documents for security screening
  6. Submit military base security applications for employees as needed
  7. Light phone duties, weekly project billing, ordering office supplies, coding corporate card accounts and distributing packages and mail.
  8. Developing Power Point Presentations, Org Charts, Flowcharts, Spreadsheets and Miscellaneous Reports.
  9. Coordinates details and facilitates the organization of meetings and various events; assists with a variety of duties such as training on systems, procedures and operations with other staff, departments and potentially customers. 
  10. More specific tasks and activities will be determined by the department manager.
  11. Access NMD for drawings and adjustment of CFRs, pulling of executed RCCs

  12. Run a Plan of the Day for the Navy (Daily)

  13. Put together PowerPoint of COís brief (Weekly)

  14. Set up and track RCCs as they get issued, price and authorized

  15. Main POC for Security (PDX Yard access and Shipís Access)

  16. Assist with facilities set up and maintenance (for Navy/Govít)

  17. Main POC for new hires, folder access, CFR program



This job is performed with considerable flexibility for initiating improvements and exercising independent decision making within the assigned work area. The position is expected to adhere to established procedures as they may be required when handling cross functional activities, such as processing accounting documents. Independent judgment is used in scheduling and accomplishing work, handling conflicts and analyzing alternatives and maintaining recordkeeping systems. The work is performed with limited supervision and necessitates the coordination of priorities and schedules of a number of other administrative employees.





The position is expected to interact with employees at all levels throughout the company as well as with customers, the public and others encountered in the course of the work.





High School Diploma or GED Certificate is required. Associateís Degree in business or other field related to the assigned department is preferred. Completion of specialized administrative training at a community college or trade school 


Minimum five (5) years of experience in providing administrative/project support in a related field is required. Combinations of the experience and training that would provide the knowledge and skills required will be considered.





Work is conducted in a dynamic, fast-paced office setting with moderate to loud noise levels from production activity in the shipyard. There may be times where the individual will be in production areas in yard and onboard ships. The incumbent must be able to walk to and from job sites. Also, the person may be required to work more than 8-hour shifts and weekend work. On occasions the incumbent may be required to lift up to 20 pounds. There may be the need to travel locally up to 10% of the time and/or out-of-town (including air travel) up to 5% of the time with notice. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.



While in production areas, the individual will be exposed to all weather conditions, noise, dusts and odors. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Vigor and its wholly owned subsidiaries provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veterans, age, disability or genetics. In addition to federal law requirements, Vigor complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, benefits, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.