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IT Portfolio Management Office Manager

Thousand Oaks, CA 91320

Posted: 09/18/2023 Employment Type: Contract Job Category: Project Management Job Number: 586214 Is job remote?: Yes Country: United States

Job Description

Job Description:    

We are looking for an experienced PMO professional with direct, hands-on experience of running PPM tool (PlanView PPM PRO prefrerred). The candidate should have experience running an IT Portfolio Management team and of IT project and program delivery to head up the IT PMO. • This person will be responsible for ensuring that IT portfolio planning, governance and execution is effective. • They will be ensuring projects across the portfolio comply with the PMO standards and procedures and providing insight to senior management to help make strategic decisions around project priorities, risk, issues, resource management and corrective action plans. • The role will help to drive the bedding-in of new IT project and portfolio management processes and Planview PPM Pro tool and will manage against agreed KPIs to ensure that this is being done effectively. • The individual will be responsible for driving performance improvement across the key processes within the PMO, e.g., planning & estimating, demand management & prioritization, resource management, financial management, risk management, resource management. • Whilst the role is not directly responsible for the delivery of projects or the line management of project managers, the IT PMO Manager will need to actively work with project and program managers to ensure robust project management practices are being followed, aligned to the IT governance lifecycle and portfolio assurance processes, to support consistent, high-quality project delivery. • It is a highly visible role within IT and will require regular engagement with the Departmental Leadership Team and other senior people within the department. • The IT Portfolio will typically have anything from 20-30 active projects.

Leadership of the IT PMO function • Work to enhance the reputation and perceived value of the IT Portfolio Management function within IT and with IT’s customers • Agree and track against IT PMO KPIs, budget and other constraints to deliver a high-quality service. • Conduct continuous assessment of current practices and systems and drive performance improvement. • Ensure communication to senior management in IT, colleagues, and communities-of-practice in IT in relation to the PMO remit, roles & responsibilities, processes, and value is clear, targeted, appropriate and understood. • Provide reporting and insight to the organization where required, and to Departmental Leadership Team as requested. • Ensure risks are effectively captured and managed within the IT PMO function, aligned with audit and the wider organization. • As the team is currently quite small, the PMO Manager will also need to actively engage with the day-to-day operational activities in the PMO. This will not be a purely hands-off managerial role.

Establish processes, standards and guidelines around IT project delivery and work with the project and program delivery teams, and senior management responsible for project delivery, to ensure the IT governance framework is being correctly applied by projects. • Coordinate and run portfolio governance meetings, such as the IT Demand Review mtg or IT Portfolio Review Mtg and provide insight that drives action. • Work alongside senior management responsible for project delivery to identify where projects are at risk of slippage against schedule or budget or have risks and issues which are not being fully addressed. • Ensure the IT portfolio actions log relating to corrective action plans for “At risk” projects is visible and being addressed by the appropriate individuals.

Provide coaching and guidance to project managers and act as a subject matter expert for project management best-practice, IT portfolio methods, processes, tools, templates and standards. • Oversee the project lifecycle “gate” process and undertake project schedule and documentation reviews to ensure key deliverables are at the appropriate standard. Hold project managers to account for the quality of their deliverables. • Conduct project audits and checkpoint assessments to ensure projects are structured and managed appropriately to successfully manage the risk of not delivering to time, cost and quality. • Facilitate Lessons Learned workshops and document findings as part of the organizational learning and continuous improvement role of the PMO. • Provide ad-hoc analytical support to ensure that the IT portfolio achieves goals set by the IT leadership team. • Work with other groups within IT portfolio such as Enterprise Architecture, Information Governance & Security, Business Partnering, etc to roll out new processes and improvements to existing methodologies.

Manage processes to fulfil stakeholder reporting requirements regarding IT pipeline and portfolio, and compliance with IT project governance procedures. • Provide insight to the IT leadership team by analyzing information to provide a strategic overview of all projects and interdependencies, reporting areas of concern, themes, trends, etc. • Identify and report deviations from baseline and trigger exception reports and escalations where appropriate.


?     Minimum 5 years’ experience in roles within an IT Portfolio Management office, preferably managing and transforming the function. • Minimum 5 years direct, first-hand experience managing projects at a level to be confident instructing and guiding project managers and advising on project planning & estimating, tracking & control, schedule & RAID management, communication, governance, and reporting. • Deep understanding of the role and value of a Portfolio office, the service offering, typical operating models, capability maturity curve, etc. and appropriateness to specific organizational type and working practices. • Solid understanding of the typical IT project lifecycle and grasp of various methodologies and approaches, e.g., waterfall, Agile, etc. • Hands-on experience administering and/or using a PMO tool e.g., Planview PPM Pro. 

?     Skills: • Strong communication and collaboration skills to persuade and influence senior stakeholders. • The ability to confidently and assertively engage Project Managers and other project stakeholders to maintain oversight of progress, status and issues on all projects across a large portfolio. • Proactive self-starter, resilient to challenges with strong internal motivation and drive to improve services and demonstrate value. • Attention to detail to ensure quality and accuracy of project deliverables but also a “big-picture” person able to see the endgame and guide people towards it. • Ability to influence and shape change without necessarily having direct managerial control. • Strong stakeholder management experience at senior level, political sensitivity, and good emotional intelligence. • Ability to demonstrate experience and gravitas to engage project and program managers and to coach and instruct where necessary. • Quick to identify both trends and root causes of problems, propose appropriate solutions and ensure clear messages driving clear action. • Ability to communicate effectively across all levels of an organization to encourage people into adopting new ways of working to improve service delivery. • Ability to define new operating models and processes, and to visualize and simplify complex problems by asking the right questions and summarizing inputs provided by other subject matter experts. • Knowledge of SharePoint, TEAMS, Excel,  PowerPoint with good working knowledge of Planview PPM Pro • A command of written and spoken English which is appropriate for the effective performance of the role.
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