Skip to Main Content
← Back to Jobs

Program Support Specialist 3 - Systems Support/Project Coordination

APR Staffing Portland ,OR
  • Expired: over a month ago. Applications are no longer accepted.
Job Description: Title: Program Support Specialist 3 Specialty: Systems Support/Project Coordination Location: Portland, OR Job Length: Multi-year opportunity with a full benefits package POSITION OVERVIEW: This full-time contract Program Support Specialist 3 position is located in Client’s Information Technology (IT), Project Management Office (PMO) organization. The Program Support Specialist serves as liaison and coordinator between the IT PMO Manager, portfolio managers and the immediate staff, the work units in the IT PMO organization and with other IT and support organizations. This position will support IT PMO systems operation, PMO governance processes, and monitoring and coordinating IT PMO project efforts, as well as provide other data stewardship and administrative functions. The Program Support Specialist will work closely with project managers and portfolio managers to verify project scope, schedule and budget to confirm that project information is current and accurate. The Program Support Specialist will recommend and participate in implementing management approved IT PMO process improvement efforts. POSITION RESPONSIBILITIES: Operations and System Support (45%) • Provide support to Project and Portfolio Management (PPM), Jama and other PMO system administration and processes: o Provide level 1 user administration support; monitor and respond to all user/system requests; escalate to ISO/IO or vendor as needed. o Maintain the backlog of defects and enhancement requests. o Coordinate reporting and changes with the ISO/IO change control board. o Analyze data gaps and assist with development of processes to address those gaps. o Provide application system security support by adding, removing, or deleting users from systems, based on established access control policies. o Complete and present monthly reports on system status. o Regularly analyze system contents to maintain accuracy; work with appropriate project/portfolio managers to validate current data and perform system clean-up activities. o Work with vendor to identify and implement O&M and enhancement work, including requirements gathering and user acceptance testing, and change management. o Provide training and guidance on system for users internal and external to IT. • Support, coordinate, and help facilitate PMO governance processes, meetings, and workshops. Participate in and provide input to governance board process improvement activities. • Organize and help develop methods to track upcoming deadlines, priority actions, and overdue deliverables. • Track work deliverables/milestones, provide status updates to appropriate staff, and identify any expected delays or risks. • Review operating practices and procedures to recommend whether improvements can be made in areas such as workflow, reporting procedures, and/or expenditures. o Recommend and develop process solutions to increase the efficiency and effectiveness of PMO operations, leveraging industry knowledge and best practices (e.g. PMI, P3M3). o Assist with the development of process tools, promoting effective coordination of the records, process maps and operating procedures that are shared or exchanged between work teams and functions. o Facilitate efforts to research and resolve identified process gaps/issues within the PMO or between PMO and other organizations; recommend potential solutions. • Work with IT Staff and Supervisors to establish and update PMO (e.g. PPM, Jama, SharePoint, CRM) system and processes. • Work with subject matter experts to gather, organize and analyze detailed information and present it in a variety of formats for business and technical audiences. • Assist PMO property custodian in tracking PMO assets in Sunflower and in performing annual inventory. Resource Support (5%) • Assist in drafting/developing APIs for new Supplemental Labor requests for Client manager review and approval. • Submit, coordinate, and track badging requests for all PMO staff (includes Supplemental Labor, Managed Services, and Federal employees). • Schedule, coordinate and track onboarding process for all PMO Managed Services staff, which includes submitting PIV paperwork, remote access requests, workflow requests for workstation, phones, etc. on behalf of the COR. • Collect and distribute badge, RSA token. • Monitor the JP Contractor Mailbox. • Assist with Fieldglass/JP Contractor Mailbox review and timesheet reconciliation for PMO Supplemental Labor. • Track, report, and conduct analysis for mandatory staff training. Assist with follow-up and escalation process. • Keep all PMO email distribution lists and CRM provider group up to date as staffing changes occur. • Submit requests, track and perform follow up with Server Access Control for activating and/or deactivating accounts. • Submit TRRs for HW/SW and maintain the standards as approved by the IT PMO for HW/SW. Data Steward (5%) • Maintain and run reports (e.g. Power BI, EPM, PPM, Jama) as needed. Analyze reports, identify and correct potential errors such as status and missing data. • Prepare, maintain, review and provide reporting as requested. • Compile and report monthly, quarterly, and annual IT PMO systems and performance metrics and annual accomplishments. • Complete monthly IT Metrics Performance Scorecard reporting for the PMO. Analyze data and advise manager of targets or findings that require attention. Document Management (5%) • Analyze and recommend standards for document management and storage across the IT PMO. • Work closely with the assigned PMO team members to analyze current organizational structure and collaborate on recommended design changes for PMO SharePoint sites. • Update and maintain the IT PMO SharePoint sites, including program and project documentation. • Create and maintain documentation such as PPM access requests, PPM required training, load resources into PPM, PMO monthly status reporting. • Assist and guide other team members with utilization of PMO systems (PPM, Jama) and SharePoint sites. • Perform the following SharePoint tasks: o Create SharePoint pages and sites o Grant permissions and access based on established access control policies. o Content Development o Processing and work flow charts o File Management o Process management assistance • Perform data entry and records maintenance. Project Coordination (40%) • Review project forecasts, accruals and actual costs across the PMO portfolio to verify and improve financial information accuracy. • Monitor key project indicators for all projects to validate project state is within tolerances and identify any problematical trends. • Monitor use of PMO processes, procedures, tools and templates to make certain they are understood, applied correctly and consistently. • Review use of PMO processes, procedures, tools and templates to identify opportunities for process improvement, improving consistency and training. • Review accuracy of expense classification (capital or operating) and verify that correct work orders are referenced for each project. • Monitor and follow up with Project Managers on scheduling of formal project reviews and that required documentation is submitted on time. • Review project reports for accuracy, formatting and grammatical errors. • Work with Project Managers in the review and monitoring of projects, informing them on variances and accuracy of project financials and information. Alert the Client manager of any concerns. REQUIREMENTS Education & Corresponding Experience: • A degree in Business Administration, Business Management, Accounting, Business Systems, Information Technology, Computer Science (or closely related field) is preferred. • With an applicable Bachelor’s degree, 8 years of experience is required. • With an applicable Associate’s degree, 10 years of experience is required. • Without an applicable degree, 12 years of experience is required. • Experience should be consistent with the specific requirements of program support and coordination and progressively more technical in nature. Requires a working knowledge of automated data systems. Required Technical Skills & Experience (required • 5 years of experience working in a government organization (federal, state, county, city, municipal or other applicable government experience). • Intermediate proficiency with SharePoint 2010, sufficient to: • Create SharePoint pages, lists, document libraries. • Manage permissions and access. • Develop content, processing and work flow charts. • Manage SharePoint files with the records management and compliance features. • Provide process management assistance. • Provide training on SharePoint structure. • Create reports from SharePoint lists. • Strong attention to detail, strong organizational skills, and the ability to adapt rapidly to changing circumstances and deal well with ambiguity. • Strong research skills, including gathering and analyzing information from multiple sources (subject matter experts, program managers) to develop documentation. Skills & Experience: • Experience with Visio flowcharts. • Experience with Microsoft Project. • Experience with Excel PowerQuery. Company Description: APR Staffing was born from the merging of two well-respected staffing firms in Portland. ieSolutions, founded in 2002, has a long history as one of the largest locally owned technical staffing companies. Professional Resource Group, aka Data Resource Group, founded in 2009, also earned wide-spread acclaim for being a fast-growing and highly motivated professional staffing agency. Both companies have been recent award winners for the Portland Business Journal's Fastest Growing Private Companies. The two firms, now as APR Staffing, make for one of the fastest growing and most respected professional staffing companies in Oregon and Southwest Washington. Collaborating with our customers, we augment their workforce with technical and administrative talent. We provide information

APR Staffing

Why Work Here?

Connecting Talent with Opportunity

APR Staffing was born from the merging of two well-respected staffing firms in Portland. ieSolutions, founded in 2002, has a long history as one of the largest locally owned technical staffing companies. Professional Resource Group, aka Data Resource Group, founded in 2009, also earned wide-spread acclaim for being a fast-growing and highly motivated professional staffing agency. Both companies have been recent award winners for the Portland Business Journal's Fastest Growing Private Companies. The two firms, now as APR Staffing, make for one of the fastest growing and most respected professional staffing companies in Oregon and Southwest Washington. Collaborating with our customers, we augment their workforce with technical and administrative talent. We provide information technology, engineering, operation, technician, analyst, project management and administrative talent to our clients through out the Pacific Northwest. APR Staffing is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

Address

Portland, OR
USA

Website