IT Portfolio Coordinator - Associate

Description
Under general supervision, responsible for developing, facilitating, and supporting UT Health San Antonio project portfolio management processes and associated performance metrics. Coordinates all business case development, reporting, and documentation in support of the collection and review of projects in the portfolio. Serves as the primary system administrator for the institution's project portfolio management system. Responsible for researching and gathering information to identify portfolio management process improvement.

Responsibilities

• Coordinates with IT Partners and assists client requestors in the submission of project requests to ensure sound business cases are developed and presented during the Institution's project prioritization process. This includes serving as a liaison between business and technical resources to collect and compile information to complete project scorecards, project sizing documents, refine expected project outcomes, align business cases to strategic objectives, organize critical deliverables, and establish budget requirements to support ROI calculations.
• Performs portfolio stakeholder analysis, gathers requirements, and works with IT Partners, and technical and functional resource managers to ensure individuals with the correct skillsets and subject matter expertise are aligned to corresponding project business cases.
• Ensures quality and integrity of data captured/maintained within the project portfolio management system at all times. May leverage workflow automation and development tools within the Project Portfolio Management System to create automated methods for identifying data integrity or other events of interest that may need to be resolved within the system.
• Uses existing and develops new reports as needed to summarize and prepare business cases and presentation materials in support of multiple Domain Council portfolio review and prioritization meetings, as well as, the executive leadership Institution Project Council meeting. May leverage MS Power BI to produce Project Portfolio Dashboards.
• Manages the overall Institution project portfolio planning schedule is maintained and meetings are well documented and communicated.
• Serves as liaison between business and technical resources in serving as a primary application administrator for the UT Health San Antonio project portfolio management system. Elicits requirements for new project submission forms and develops corresponding workflow automation rules for processing those requests.
• Coordinates with leadership and project managers as needed to produce ad-hoc and recurring reports from the portfolio management system. (E.g. resource allocation reports, business case details, as well as, project and portfolio metrics., etc.)
• Develops and maintains process and application training/documentation on processes related to project portfolio management and prioritization. Facilities and delivers necessary training on both the portfolio processes and supporting technology.
• Identifies, streamlines and communicates opportunities for continuously improving project portfolio management and prioritization process to management and/or the portfolio manager.
• Performs all other duties as assigned.

Qualifications

• General knowledge of Project Management and Portfolio Management practices.
• Ability to follow established procedures.
• Ability to act as a team facilitator for projects or work groups in developing business cases, creating a collaborative and respectful team environment, and improving workflows.
• Tenacity to follow up with those involved in project business case development to ensure business cases meet established requirements. 
• Technical background which will support the ability to quickly acquire workflow automation and integration development skills. 
• Excellent analytical and organization skills and ability to resolve issues and handle multiple tasks and priorities. 
• Proficiency in relevant software such as Microsoft Office Suite.
• Strong verbal, written and interpersonal communication skills.
• Self-motivated and result oriented; takes ownership for deliverables and deadlines.
• Attention to Detail: The ability to maintain a professional demeanor, pay attention to details and set priorities in a fast-paced environment. 
• General knowledge of MS Power BI to produce reporting dashboards.
• Ability to develop and present training materials and facilitate meetings related to business case development and/or prioritization of projects within a portfolio.

 

Education:

• Bachelor's Degree degree in Information Systems, Computer Science, Business Administration or a related field is required.

 

Experience:

• (1) year of project support or portfolio management support experience is required. 

 

Licenses & Certifications:

• Project Management Institute (PMI) Certified Associate in Project Management (CAPM) certification preferred.

 

This position may require the ability to maintain the security and integrity of UT San Antonio and its infrastructure per Texas EO-GA-48.