Portfolio Operations Associate Jobs in Topeka, KS

Position Status:

Shift:

Hours per week:

Job Information
Exemption Status: Exempt
A Brief Overview
The Project Coordinator supports the Information Systems Project Management Office (PMO) and Information Systems executive leadership by coordinating project intake, portfolio administration, governance processes, executive communications, and operational follow-through. This role serves as a central coordination resource across Information Systems, helping improve project delivery consistency, portfolio visibility, leadership follow-up, and organizational execution capacity.
Education Qualifications

• Associate's Degree Business, Information Systems, Healthcare Administration, Project Management, or related field. Required
• Bachelor's Degree Business Administration, Healthcare Administration, Information Systems, Project Management, or related field. Preferred

Experience Qualifications

• 3 years Administrative coordination, project coordination, operational support, or related experience. Required
• Proficiency with Microsoft 365 applications including Outlook, Excel, Word, PowerPoint, Teams, and SharePoint. Preferred
• Experience supporting executive leadership. Preferred
• Experience working within a PMO, project delivery, healthcare operations, or Information Systems environment. Preferred
• Experience using portfolio management, project management, or reporting tools. Preferred

Skills and Abilities

• Strong organizational, prioritization, and follow-through skills.
• Excellent written and verbal communication skills.
• Ability to coordinate multiple projects, meetings, deliverables, and competing priorities simultaneously.
• Strong meeting facilitation, documentation, and action-item tracking capabilities.
• Ability to prepare clear, accurate executive-level reports, presentations, and summaries.
• Strong analytical, problem-solving, and process-improvement mindset.
• High level of professionalism, discretion, and confidentiality.
• Ability to work independently and collaboratively across departments and leadership levels.
• Proficiency with reporting, dashboards, data organization, presentation development, and document management.

What you will do

• PMO Process Management Manage project intake workflows and ensure requests are properly documented, routed, prioritized, and prepared for review. Maintain project portfolio tracking tools, dashboards, status reports, and supporting documentation. Coordinate PMO governance meetings, including agendas, materials, minutes, decisions, and follow-up activities. Ensure adherence to PMO standards, methodologies, templates, and documentation expectations. Support project managers with reporting, meeting coordination, scheduling, documentation, and administrative needs. Track portfolio milestones, risks, issues, dependencies, decisions, and action items. Assist with portfolio reviews, executive governance materials, and ongoing improvement of intake and prioritization processes. Coordinate assigned departmental performance improvement initiatives and projects.
• Executive Coordination and Leadership Support Provide coordination support to the CIO, including calendar coordination, prioritization support, meeting logistics, and follow-up tracking. Track action items, commitments, and follow-up activities from executive meetings, IT leadership forums, and governance discussions. Assist with preparation and assembly of executive presentations, Operating Committee materials, Board materials, and leadership communications. Coordinate communication rhythm and meeting cadence across Information Systems leadership. Organize leadership meetings, agendas, presentation materials, and meeting documentation. Maintain confidentiality of sensitive organizational, operational, financial, and personnel information.
• Operational Coordination Develop and maintain standardized templates, reporting tools, meeting materials, and project documentation. Coordinate cross-functional activities involving Information Systems, clinical leadership, operational departments, and external partners. Monitor and report on portfolio metrics and operational performance indicators. Assist in tracking departmental goals, strategic initiatives, and operational commitments. Perform other duties as assigned.

Required for All Jobs

• Complies with all policies, standards, mandatory training and requirements of Stormont Vail Health
• Performs other duties as assigned

Patient Facing Options

• Position is Not Patient Facing

Remote Work Guidelines

• Workspace is a quiet and distraction-free allowing the ability to comply with all security and privacy standards.
• Stable access to electricity and a minimum of 25mb upload and internet speed.
• Dedicate full attention to the job duties and communication with others during working hours.
• Adhere to break and attendance schedules agreed upon with supervisor.
• Abide by Stormont Vail's Remote Worker Policy and will review and acknowledge the Remote Work Agreement annually.

Remote Work Capability

• Hybrid

Scope

• No Supervisory Responsibility
• 
  
• No Budget Responsibility No Budget Responsibility

Physical Demands

• Balancing: Rarely less than 1 hour
• Carrying: Rarely less than 1 hour
• Climbing (Stairs): Rarely less than 1 hour
• Eye/Hand/Foot Coordination: Occasionally 1-3 Hours
• Feeling: Occasionally 1-3 Hours
• Grasping (Fine Motor): Frequently 3-5 Hours
• Grasping (Gross Hand): Occasionally 1-3 Hours
• Handling: Rarely less than 1 hour
• Hearing: Frequently 3-5 Hours
• Kneeling: Rarely less than 1 hour
• Lifting: Rarely less than 1 hour
• Pulling: Rarely less than 1 hour
• Pushing: Rarely less than 1 hour
• Reaching (Forward): Rarely less than 1 hour
• Reaching (Overhead): Rarely less than 1 hour
• Repetitive Motions: Frequently 3-5 Hours
• Sitting: Frequently 3-5 Hours
• Standing: Occasionally 1-3 Hours
• Stooping: Rarely less than 1 hour
• Talking: Frequently 3-5 Hours
• Walking: Occasionally 1-3 Hours

Working Conditions

• Dusts: Rarely less than 1 hour
• Noise/Sounds: Rarely less than 1 hour

Stormont Vail is an equal opportunity employer and adheres to the philosophy and practice of providing equal opportunities for all employees and prospective employees, without regard to the following classifications: race, color, ethnicity, sex, sexual orientation, gender identity and expression, religion, national origin, citizenship, age, marital status, uniformed service, disability or genetic information. This applies to all aspects of employment practices including hiring, firing, pay, benefits, promotions, lateral movements, job training, and any other terms or conditions of employment.

Retaliation is prohibited against any person who files a claim of discrimination, participates in a discrimination investigation, or otherwise opposes an unlawful employment act based upon the above classifications.