Portfolio Coordinator

1 week ago

Burnaby, Canada British Columbia Institute of Technology (BCIT) Full time

BCIT’s **Information Technology Services**department is seeking a **regular, full-time (1.0**FTE**) Portfolio Coordinator.**

The **Enterprise Planning (EP)** pillar within the Information Technology Services**(ITS) Department helps the Institute deliver strategic projects, programs (that require IT leadership) for its business units, schools and staff. The ultimate goal is to improve the teaching and learning outcomes for our 50,000+ students, as well as the experiences of our faculty and staff.
- The Portfolio Management Office (PfMO, part of EP) is seeking a full-time Portfolio Coordinator**to assist with the governance support, portfolio reporting, and operations coordination. The role will report to the Manager, PfMO while working with the PMO office on various aspects of Portfolio reporting, Benefits tracking, dashboard creation and governance oversight for projects intake, project closure etc.

**Duties & Responsibilities**

**DUTIES**AND

**RESPONSIBILITIES**:

- Provides and maintains a broad, holistic view of the IT department’s projects portfolio, adhering to ITS Project Management methodology while incorporating best practices in Portfolio management as defined by the PfMO.
- Supports the Portfolio Manager to run IT Governance by coordinating, tracking and completing the portfolio monitoring and reporting tasks within timelines.
- Enhances and maintains the existing project, program and portfolio management frameworks, tools, and templates to be a scalable, stage-gated, fit for purpose that can be used across ITS.
- Responsible for the maintenance and safeguarding of PMO processes knowledge repositories and document management.
- Engages project managers in the consistent use of the PM frameworks, monitoring compliance and devising means of ensuring compliance. Coordinates a continuous review of the ITS project management methodology for improvements. Supports the implementation of project delivery process changes.
- Assists in establishing process, methods, and tools to facilitate accountable and transparent project selection.
- Assists the Manager, Portfolio Management Office in creating a Portfolio governance model based on PMI standards, demonstrating initiative and responsibility in implementation.
- Monitors and reports on status of all projects at the portfolio level, creates portfolio reporting dashboards and information package for steering committees and forums.
- Assists in the development of project benefits plans and maintains appropriate level of documentation to track, measure and report benefits.
- Helps to resolve competing project requests, making connections between multiple requests and creates a portfolio funnel report for ITS and Business leadership discussion.
- Participates in post-implementation reviews, ensuring that lessons learnt are utilized on projects.
- Attendance at committees, PMO meetings, along with administrative support for recordkeeping and follow-up with both attendees and non-attendees. Maintain processes, procedures, and documentation to support changes to governance and portfolio management.
- Ensures the timely entry and updating of data by the various process owners and reporting on deficiencies to leadership.
- Responsible for creating and reporting on metrics demonstrating the overall health of the portfolio from multiple perspectives, including schedule, cost, quality.
- Produces portfolio reporting suitable for project stakeholders, Senior Leadership and Board reporting.
- Conducts current and future state assessment of IT governance approach and direction to identify gaps and research improvement opportunities.

**Qualifications**

**QUALIFICATIONS**:

- Institute of Technology Diploma or Bachelor’s Degree in science or business; and
- A minimum of four (4) years current relevant experience in an IT environment similar to BCIT, including two (2) of the past four (4) years in a similar position; or
- An equivalent combination of education, training and experience.
- Experience performing data analysis and dashboard/report creation.
- Proven commitment to providing and maintaining the highest level of customer service.
- Effective oral and written communication skills.
- Proven analytical and problem-solving skills.
- Strong organizational skills and ability to meet changing priorities and multi-task while meeting strict deadlines.
- Commitment to regular ongoing professional development (including specific IT skills, professional associations, and current industry trends).
- High level of professionalism and ethics.

**DESIRED

**QUALIFICATIONS**:

- Certified PMI CAPM, or equivalent certification is an asset
- Experience working in a medium to large-sized IT department/organization working with multiple teams of technical staff is an asset.
- Experience in a post-secondary institution or public sector environment is an asset
- Ability to multi-task and coordinate technical tasks with several teams is an asset
- Proven time management and customer

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