Portfolio Coordinator

NOIRLab is seeking a highly organized and detail-oriented Portfolio Administrator to join our Project Management Office (PMO) team. The successful candidate will provide administrative support to the PMO, ensuring the smooth execution of daily activities and projects.

• Tend the PMO helpdesk, addressing and distributing tasks as appropriate.
• Interface with NOIRLab's PMO stakeholders, including the Portfolio Management Office and Gemini Finance.
• Support communication processes between project managers, program managers, the PMO, and other relevant stakeholders.
• Provide support to Gemini South and Gemini North staff in the use of the Project Management Knowledge Base and resource management tools.
• Coordinate, monitor, and communicate project execution and progress in relation to portfolio performance and resource allocation.
• Create custom reports for portfolio, programs, and project managers for portfolio and project information, as requested.
• Support project management-related events, such as training events, open house events, project reviews, project kick-offs, and other events as requested.
• Assist project managers with resource allocation and related tasks.
• Assist project managers with project execution tasks, such as action items lists, risk registers, project schedules.
• Undertake improvement activities, including those related to our project management methodology, knowledge base, tools, and templates, as assigned.

• Bachelor's degree in Administration, Business Management, Project Management, Engineering, or a related field.
• Three to five years' experience in a responsible administrative assistant position, with demonstrated proficiency in Google Suite or Microsoft Office Suite.
• Strong planning and organizational skills, with the ability to prioritize tasks.
• Excellent communication, customer service, and meeting skills.
• Ability to handle multiple tasks and competing demands with the minimum of stress and frustration.
• Ability to remain calm in tense situations.
• Good interpersonal skills and the ability to communicate clearly and frequently electronically, over the phone, and face-to-face.
• Fluent in English.
• Experience working in multicultural environments.

• Courses in project management, portfolio management, and risk management.
• Knowledge of risk management and quality assurance processes.
• Knowledge of the Project Life Cycle and Systems Development Life Cycle frameworks.
• Certifications, such as CAPM, PMP, or PRINCE2 certification.
• Specific experience, such as experience with non-profit organizations or scientific research organizations.
• Advanced proficiency in Spanish.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work is mostly carried out in an office environment. Long periods of sitting and computer usage will be required.