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Portfolio Manager/ Program Manager

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POST DATE 8/12/2016
END DATE 2/19/2017

University of California - Los Angeles Medical Centers Los Angeles, CA

Los Angeles, CA
AJE Ref #
Job Classification
Full Time
Job Type
Company Ref #
Mid-Career (2 - 15 years)
Bachelors Degree


Job Title:
Portfolio Manager/ Program Manager

UCLA Title:
Computing Resource Manager II

Job No.:

Work Hours:
M-F 8-5

Work Location:
Oppenheimer 1200

Job Type:


Minimum Salary:
$38.84 / $6758

Maximum Salary:
$76.77 / $13358

Layoff Referral Deadline:

Bargaining Unit:


The Portfolio Manager, under the direction of the PMO Director, administers the set of Project Portfolio Management (PPM) processes and systems for evaluating New Project Requests, Feasibility (Study) reviews, Resource Allocation and IT Prioritization. The person in this role keeps project information updated and current in the approved PPM system. The person supports the annual ISS Roadmap update process by providing timely updates to the portfolio, runs various project prioritization scenarios and produces reports and graphics that help communicate the IT Roadmap to the rest of the organization. The Portfolio Manager provides regular PPM process metrics and analytics to support the communication of organization goals. This Manager works with ISS communication resources and the Director of Communications for the UCLA Health System to develop and then follow a PPM Communication Plan. Maintains a list of ongoing components within the project portfolio. Maintains a list of New Project Requests. Facilitates the New Project Request review meetings. Provides input to the development of the ISS strategic plan and roadmap. Prepares a structured process to classify projects in the portfolio. Notes the category or class of each proposed new project to the portfolio. Ensures descriptions of each project are reflective of the project scope and are written in an easy to understand format. Prepares templates for new project requests, feasibility and resource allocation. Maintains a list of rejected or deferred project requests in the portfolio for possible resubmission at a later time. Suggests criteria for portfolio decisions (e.g. cancellation, on-hold, etc.). Generates materials to support various meetings including New Project Request meetings, Feasibility and IT Prioritization (ITP). Establishes quantitative metrics for the portfolio. Facilitates the resource allocation meetings and process. Gathers information for use in evaluating New Project Requests. Prepares graphs, documents, charts, and recommendations for the ITP (IT Prioritization) and other key stakeholders to support the decision-making process. Establishes a process to ensure updates are received concerning changes in the organization's strategic plan, such as whether or not a goal is no longer valid, or if a new goal is to be added. Confirms that the New Project Requests classification follows the established criteria Prepares \\"what if\\"/scenario analyses of different strategies during the prioritization process and the IT Roadmap development or update process. Reviews the portfolio system for balance among projects (e.g. high risk/high reward, etc.). Performs \\"what it\\"/scenario analyses concerning various scenarios in the portfolio to determine the ultimate value proposition for the organization. Determines similarities and synergies between existing projects in the portfolio. Maintains the master list of New Project Requests by classification (e.g. Ready for Activation, Activated, Canceled, Rejected, Deferred, etc.). Provides budget requirement information for each New Project Request. Provides resource requirement information for each New Project Request. Maintains the active Project List. Circulates changes to the portfolio concerning resource allocations according to the established process. Maintains a project portfolio information system using approved systems (e.g. Stratana, Service Now, etc.). In conjunction with the ISS Communications Manager, prepares, issues, and maintains a portfolio management communications plan. Gathers and updates key portfolio performance indicators (e.g. number of New Project. Requests processed, average time in the NPR workflow, etc.). Prepares materials to provide stakeholders with regular reports on assessments of the portfolio's health and each projects contribution to it/ Feeds back information to the IT Roadmap annual planning process. Recognizes the value of high-level project reporting. Maintains information on available resources and project portfolio priorities. Identifies constraints (e.g. budget, resources, time, etc.) that may affect the portfolio. Prepares and issues minutes and action items from meetings of the ITP (IT Prioritization). Documents decisions of the New Project Request Committee and ITP Committee meetings. Prepares reports on project progress and forecasts of work in the next reporting period. Evaluates qualitative and quantitative benefits of the portfolio. Maintains information concerning changes to the organization's strategic goals or plan. Recognizing that PPM is a culture change to the organization, conducts orientation sessions with key stakeholders concerning PPM and specific roles and responsibilities.


Bachelor of Science degree in IT or a closely related discipline (highly preferred). Minimum 5 years of experience in Project Management. PMI Certification. Service Now experience preferred. Exceptional skills at report writing and making technical presentations. Proven skills in managing Mid Large and complex projects. Ability to be a team player willing to cooperate and coordinate with other technical staff. Ability to work both independently and in a team-oriented, collaborative Environment. Technically competent with various software programs, such as Project, Word, Excel, Visio and PowerPoint. Ability to conform to shifting priorities, demands and timelines through analytical and problem solving capabilities. Ability to effectively prioritize and execute tasks in a high-pressure environment. Persuasive, encouraging, and motivating. Ability to elicit cooperation from a wide variety of sources, including upper management, clients, and other departments. Strong written and oral communication skills. Strong interpersonal skills, and analytical skills. Evaluation methodologies: \\"What if\\" analysis. Risk analysis skills including risk identification, risk assessment, risk mitigation planning. Benefit measurement methods.Process improvement skills including workflow documentation and analysis

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