Assistant Director of Project Portfolio & Quality Management
California State University Office of the Chancellor
September 12, 2018
Long Beach, California
Full Time - Experienced
Job Title: Assistant Director of Project Portfolio & Quality Management Job ID: 1013585 Location: Downtown Long Beach Full/Part Time: Full-Time Regular/Temporary: Regular Job Code 3312 Job Grade Range A Department Project Management Office
Chancellor's Office Statement
Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of Assistant Director of Project Portfolio & Quality Management. The CSU Chancellor's Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation's largest and most diverse system of higher education. The CSU Chancellor's Office offers a premium benefit package that includes outstanding vacation, health, and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 14 paid holidays a year.
Commensurate with qualifications and experience.
The California State University, Office of the Chancellor, is seeking an Assistant Director of Project Portfolio & Quality Management to oversee the planning, development and management of the Information Technology Services (ITS) project portfolio processes, tools and activities. The Assistant Director of Project Portfolio and Quality Management will champion and lead the effort to expand the existing project portfolio functions into a robust and high functioning value-add process, gaining buy in from ITS and Chancellor's Office leadership and managers. The Assistant Director of Portfolio and Quality Management directly manages the planning, design, development, implementation, and quality assurance of the Information Management team¿s operations and project work assignments. Information Management is a specialized team of analysts (3 FTE) within the PCMO that is responsible for content management, documentation standards, SharePoint development, evaluation and mastering of new tools and technologies to streamline information flow and improve business processes. Provide leadership and staff supervision to maintain standards and implement process improvements to documentation, communications and knowledge transfer in support of operations and projects throughout the ITS department
Under general supervision of the Senior Director, Project and Change Management Office (PCMO), the Assistant Director of Project Portfolio and Quality Management will: -Develop and lead the Information Technology Services project portfolio and portfolio management process including review of existing processes and tools and provide recommendations for improvement based on best practices; lead the approved improvement plan; gain stakeholder buy-in and manage resistance; -Directly manage the planning, design, development, implementation, and quality assurance of the Information Management team's operations and project work assignments; -Lead the PCMO in the search, selection, and implementation of a Project Portfolio Management system including the development of requirements and evaluation of current processes and tools; -Develop and maintain project quality, process improvement and performance management standards and practices; develop quality metrics and dashboard reporting; lead the development of best practices in these areas to become a core competency within the PCMO; mentor/train PCMO, ITS, CO, and campus staff; -Manage continuous quality improvement efforts; lead improvement efforts through process redesign and performance management that will result in successful project outcomes; -Manage assigned projects using PCMO best practices; lead the development of and manage the execution of plans, schedules, budget, communication, status reports, and deliverables for multiple projects; ensure project tasks, timelines, scope and resources are properly maintained, and provide general oversight and leadership to project teams; -Develop and implement project strategies that align with the CSU mission through communication and collaboration with project stakeholders; -Lead the CO and systemwide teams in the development of core project management deliverables including the Feasibility Study Report (FSR) as required by CSU policy; develop preliminary and detailed work effort estimates; develop and maintain the Project Definition Document (PDD), the Work Breakdown Structure (WBS), the detailed project schedule, communications and change management strategy and plan and risk management plan, and status reporting; -Conduct project risk assessments and contingency plan execution; develop and implement change management strategies and plans; conduct project status meetings; document and track meeting action items, decisions and issues; escalate issues as appropriate; communicate project goals, objectives, issues, and status; track and control project tasks and milestones; contribute to continual process improvements by soliciting feedback from project stakeholders, capturing lessons learned and implementing solutions; coordinate and maintain close contact with management for escalating decisions, resource assignments, recommending and implementing procedural changes; coordinate activities with project leads and other functional and technical staff from the Chancellor's Office and 23 campuses, external agencies and other staff throughout the CSU; develop Post Implementation Review Reports as required; -Work collaboratively to enhance PCMO practices; assist in updating the project, change and information management frameworks and disciplines necessary to support a PCMO including the creation, definition, implementation, and maintenance of the standards, methodologies/processes, and tools; -Contribute to the PCMO goal of growing specialized skills systemwide by leading, consultation, teaching and mentoring PCMO, ITS and campus leadership and staff on project/program/portfolio management, change management, information management, and quality/performance management standards, processes and tools; Information Management -Manage the Information Technology Services project portfolio including tracking and reporting of project status; provide a real-time, comprehensive and prioritized view of all ITS projects; manage the Enterprise Information Systems project portfolio, manage the CSU IT-Procurement (ICSUAM) process and website; -Utilize technical skills to develop and maintain solutions for storing and managing project information, including but not limited to SharePoint sites, Info-Path web forms, Microsoft Word Content Type forms, automated exportable Excel reports, workflow, web views, alerts, and more; -Support project end-users with SharePoint security access, troubleshooting, and reporting needs; -Train staff on new tools and services to maintain relevance and continuous process improvement in the delivery of our services; -Mentor staff to work with cross-functional teams to identify requirements and build solutions for document templates, info path forms, and content types; -Oversee work plans and design solutions for automating work and improving business processes; follow-through with customers to ensure needs have been met; -Supervise staff's daily operations, including but not limited to quality assurance review of ITS documentation, web postings, bulletins, and maintenance of CSYou for IT departments and projects; -Utilize expertise in software design packages (i.e., Photoshop, Illustrator, Dreamweaver, etc.) to create promotional, training and information campaigns for the implementation or expansion of ITS training programs and initiatives; -Manage the planning and delivery of documentation and training standards and knowledge management; -Evaluate and recommend resources that are needed to support documentation and training activities for the projects; -Supervise resources to support the implementation and operational IT projects within ITS; -Identify, evaluate and manage vendors and consultants needed for the documentation and training activities of the ITS projects; -Interact with the ITS managers and technical/functional staff to ensure standardization, best practice and quality assurance related to the PCMO, information management, training, and documentation.
-This position requires a bachelor's degree in a related area; Master's degree in a related area is preferred or an equivalent combination of education and experience; -7 + years hands-on project management experience and 5 + years PMO and/or Portfolio management leadership experience required; IT and higher education project management experience strongly preferred; -PMP required; PfMP and/or PgMP preferred (if not PfMP/PgMP certified are willing to complete the certification within one year); -A minimum of 5 years of experiences in supervisory positions, also, can effectively manage and motivate teams including the ability to constructively give and receive performance feedback; -Understanding of "people" change management principles; change management experience and certification is strongly preferred; -Expert and demonstrable knowledge of project management tools and techniques, including waterfall, agile and agile-hybrid experience; -Experience with developing and implementing project portfolio management (PPM) processes and tools; experience with commercial PPM tools including SaaS/Cloud solutions; experience with PPM tool selection; -Knowledge of Lean, Model for Improvement, PDSA and other quality improvement tools and methodologies, with a record of leading successful improvement projects; -Knowledge and experience with ERP and SaaS systems, practices and principles in a university or public sector environment is strongly preferred; -Experience with large-scale, complex change initiatives preferred; -Strong organizational leadership skills; -Demonstrated effectiveness in highly complex matrix-management teams and collaborative environment; -Demonstrated analytical and critical thinking skills including use of tables and charts to drive performance; ability to synthesize information from many sources to develop recommendations; -Highly self-motivated, exceptional organizational skills, and flexibility in managing several tasks concurrently; -Problem-solver mentality, with strong decision-making skills, sound judgment, and assertiveness; ability to work under pressure; -Superior oral and written communication skills with the ability to communicate to all levels within the organization as well as excellent presentation skills with the ability to conduct presentations comfortably to large groups; -Must possess the ability to facilitate working groups and training sessions with strong presentation and training skills along with excellent verbal and written communication skills; -Strong relationship building and interpersonal skills; ability to develop positive relationships with leadership, managers, and staff to enable the PCMO to provide support to the organization; strong collaborator; -Strong coaching, mentoring and interpersonal skills needed to work effectively with a variety of internal and external resources at the CO and CSU; -Ability to facilitate and manage portfolio issues and risks through to appropriate resolution; facilitate and manage portfolio level change control; -Ability to translate needs analysis data into formal designs; -Represent the Portfolio roadmap, with well-structured communication updates; -Strategic thinking to capture, analyze project requirements and create foundational project documents (FSR, PDD), create contingency plans and analyze impacts of changes to the project scope, budget, and timeline; -Detail oriented to capture, track, and escalate project tasks, issues, risks, and status; able to lead teams in a collaborative style by gathering input from stakeholders through active listening and respect of opinions; -Ability to facilitate complex discussions with varying opinions arriving at agreeable solutions/decisions via compromise; ability to establish trust; -Adaptability and flexibility to quickly change course and priorities as needed; problem-solving to get to the root cause of an issue and implement corrective actions; awareness of cultural and political climate to facilitate discussions and craft appropriate messages.
Resumes will be accepted until job posting is removed.
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Equal Employment Opportunity
The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.
This position requires new hire employment verification to be processed through the E-Verify program administered by the Department of Homeland Security, U.S. Citizenship and Immigration Services (DHSUSCIS)' in partnership with the Social Security Administration (SSA).
If hired, you will be required to furnish proof that you are legally authorized to work in the United states.
Mandated Reporter Per CANRA
The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
Conflict of Interest
The duties of this position will include participation in decisions that may have a material financial benefit to the incumbent. Therefore, the selected candidate will be required to file Conflict of Interest Form 700: Statement of Economic Interest when they first occupy the position, and on an annual basis, complete ethics training within 6 months of appointment, and attend this training every other year thereafter.
The Chancellor's Office policy requires that the selected candidate successfully complete a full background check (including a criminal records check) prior to assuming this position.