Portfolio Administrator

NSF’s National Optical-Infrared Astronomy Research Laboratory (NOIRLab) is the preeminent US national center for ground-based, nighttime optical and infrared astronomy. NOIRLab is a Federally Funded Research and Development Center (FFRDC) which operates as a matrix organization, providing services across a range of programs: Gemini, Rubin, MSO (CTIO and KPNO), and CSDC; with facilities in three geographic locations: Arizona, Chile and Hawai’i. The mission of NOIRLab is to enable breakthrough discoveries in astrophysics by developing and operating state-of-the-art ground-based observatories and providing data products and services for a diverse and inclusive community.

The Portfolio Administrator will join the PMO team to support daily activities including tending the PMO helpdesk, liaising with NOIRLab’s PMO, customer interaction, coordination activities, tracking the progress of the portfolio, and preparing relevant portfolio management reports, will also support the evolution of the PMO by undertaking improvement activities including those related to our project management methodology, knowledge base, tools, and templates.

Essential Functions of the Job: 

Tend the PMO helpdesk, addressing and distributing tasks as appropriate. Interface with Gemini PMO stakeholders including the NOIRLab Portfolio Management Office and Gemini Finance Provide. Support communication processes between project managers, program managers, the PMO, and other relevant stakeholders.  Provide support to Gemini South (Chile) and Gemini North (Hilo) 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 list, risk registers, project schedules. Undertake improvement activities including those related to our project management methodology, knowledge base, tools, and templates, as assigned.

Required Education/Experience/Skills/Abilities:

Education: Bachelor’s degree in Administration, Business Management, Project Management, Engineering or related field required. Experience: Three to five years’ experience in either a responsible administrative assistant position Demonstrated proficiency with 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 must be able to communicate clearly and frequently electronically, over the phone and face-to-face. Fluent in English. Experience working in multicultural environments.

Preferred Education/Experience/Skills/Abilities:

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

Physical Demands:

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. 

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