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Overview

The PMO Analyst and Systems Manager plays a key role in supporting cross-functional projects and operational initiatives across Touro University California. This position is responsible for managing project timelines, documentation, systems, and stakeholder communications. The role also serves as the Smartsheet Administrator for the campus, ensuring accurate reporting and data integrity across multiple departments.

Overview

The PMO Analyst and Systems Manager plays a key role in supporting cross-functional projects and operational initiatives across Touro University California. This position is responsible for managing project timelines, documentation, systems, and stakeholder communications. The role also serves as the Smartsheet Administrator for the campus, ensuring accurate reporting and data integrity across multiple departments.

Responsibilities

• Work closely with stakeholders to define project scope, establish dependencies, and ensure alignment on project goals, schedule, and budget. Address and resolve misunderstandings to maintain project progress.
• Develop and maintain project scoping documents, and regularly update both internal and external stakeholders with project progress. Create periodic reports on project status and updates for leadership and other stakeholders. Timeline, schedule, and project scope management.
• Participate in selecting project consultants, contractors, and suppliers. Monitor project timelines and budget adherence.
• Write, edit, and proofread technical documentation, including policies, procedures, work instructions, reports, and presentations, ensuring accuracy, clarity, and adherence to style guides. Create templates for departmental and inter-departmental use according to university standards and guidelines. Train departments on policies and procedures.
• Design, build, and maintain Smartsheet assets: workspaces, sheets, reports, and dashboards for multiple departments to ensure project timelines, data, and metrics are reported accurately to leadership teams.
• Technology and data systems lead for the PMO department, and Smartsheet Administrator for the TUC campus. Maintain all Smartsheet user roles and accounts. Negotiate pricing and account management for the TUC campus.
• Train departments on Smartsheet and meet regularly with project managers to update project tasks and timelines. Troubleshoot any technical issues in Smartsheet for the PMO department and other departments under the CEO.
• Meeting management to include agendas, meeting minutes, action items, and task follow-ups with attendees.
• Procurement management in Banner. Capital Projects Budget Request process management and data collection.
• Audit documentation management in Box and SharePoint.
• Additional duties may include other project management office activities as needed.
  
  

Qualifications

• Bachelors degree in Business Administration, Project Management, or a related field. Project Management certification from the Project Management Institute, preferred.
• Proven project management experience, ideally in an academic or higher education environment, with strong vendor management skills.
• Expertise in project management software, such as Microsoft Project, Smartsheet, Asana, or Trello, along with strong Microsoft Office/365 Suite skills.
• Skilled in strategic planning and change management, with a results-driven approach to achieving project objectives.
• Demonstrated organizational abilities, effective communication, and interpersonal skills to foster collaborative relationships with stakeholders.
• These qualifications support the roles focus on project planning, stakeholder engagement, and efficient management of project timelines and resources.
  
  

CORE COMPETENCIES: identify the behavior an employee is expected to demonstrate.

• Expertise in project management software, such as Microsoft Project, Smartsheet, Asana, or Trello, along with strong Microsoft Office/365 Suite skills.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Project Management and Information Technology

• Industries

  Higher Education

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