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IT Project Portfolio Management (PPM) Administrator

Company: Stanford University
Location: Redwood City
Posted on: January 14, 2023

Job Description:

This position reports to the UIT Project Management Office and is responsible for Project Portfolio Management (PPM) administration, Project Coordination, and supporting PMO process improvement activities. The position is responsible for supporting project coordination activities and project managers on large and complex technical projects. The position is also responsible for providing ServiceNow PPM application support to UIT Project Managers, identifying opportunities for ServiceNow PPM workflow improvements, ServiceNow PPM Configuration, Design, Enhancements/defect fixes, testing activities and report development in partnership with ServiceNow Business Operations Team.Core Duties*PPM Administration (30%)

  • Provides technical expertise and support to UIT Project managers on the ServiceNow PPM Application.
  • Creates and updates ServiceNow PPM reference documents as needed.
  • Provides support and/or participates in process improvement initiatives, software release updates or projects related to ServiceNow PPM. Participates in ServiceNow enhancement and defect fixes.
  • Assist with monthly PPM/PMO audits, reports and follow ups. Proactively monitors and reviews project data in PPM application, performs project quality checks and works with UIT PMs on corrections. Escalates any issues to PMO Management as needed.PMO Process and Methodology (30%)
    • Administer the UIT PMO project intake process and procedures including coordinating project qualifications and demand management, creating resource plans, and evaluating resource constraints.
    • Facilitate project meetings where appropriate and distribute minutes to all project team members.
    • Assist with PPM/PMO process improvement initiatives as defined in the PMO roadmap. Examples: Standardization of PMO documentation, PMO documentation Cleanup, PMO website redesign etc.
    • Assist with meeting agenda and presentations for PPM governance meetings.
    • Attends all regularly scheduled PPM Core and PMO team meetings.
    • Provide administrative support to UIT Project Managers on large projects as needed.
    • Assist with scheduling and supporting complex project meetings.* Other duties may also be assignedQualification:Education and Experience--- Bachelor's degree and one year of related experience in management of small sized projects, or combination of education and relevant experience.Required Knowledge, Skills, and Abilities
      • Highly effective written and oral communication skills to address a wide variety of audiences.
      • Ability to productively assemble, engage, and lead cross-functional teams.
      • Ability to balance customer expectations.
      • Demonstrated resilience, diplomacy, influence, relationship building, and problem solving skills in a variety of situations.
      • Keen grasp of interpersonal and impact awareness.
      • Depth of knowledge in technical discipline/domain needed to deliver projects.Desired Knowledge, Skills, and Abilities
        • Knowledge of Agile and Waterfall project management methodologies strongly desired.
        • Knowledge of project management tools and software development lifecycle (SDLC) desired.
        • Proven ability to build relationships and motivate cross-functional teams to achieve results in a consensus driven environment strongly desired.
        • Solid facilitation skills strongly desired.
        • Ability to navigate stressful situations and make/negotiate decisions on complex problems strongly desired.
        • Solid experience with MS Office tools (Word, Excel, Project, PowerPoint, Visio) desired.
        • Knowledge and understanding of University operations, administration and community desired.
        • Knowledge of quality assurance and testing practices desired.
        • Understanding of web applications desired.Certifications and LicensesProject Management Certification desired but not required.Physical Requirements*
          • Frequently sit, perform desk based computer tasks, and grasp lightly/fine manipulation and lift/carry /push/pull objects that weigh up to 10 pounds.
          • Occasionally stand/walk, write by hand.
          • Rarely use a telephone, kneel, crawl, climb ladders, twist/bend/stoop/squat, reach/work above shoulder, grasp forcefully.* Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.Working ConditionsTravel locally and cross-university.Work Standards
            • When conducting university business, must comply with the California Vehicle Code and Stanford University driving requirements.
            • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
            • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
            • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, are not able to provide relocation for this position. Stanford University is an affirmative action, equal opportunity employer.The expected pay range for this position is $85,000 to $90,000 per annum.Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable job.The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.
              -We're always looking for people who can bring new perspectives and life experiences to our team. Found the perfect role and ready to apply? Learn more on what to expect next.

Keywords: Stanford University, Redwood City , IT Project Portfolio Management (PPM) Administrator, Accounting, Auditing , Redwood City, California

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