DIRECTOR, PROJECT MANAGEMENT OFFICE (PMO) HEW LEVEL 10+

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1 DIRECTOR, PROJECT MANAGEMENT OFFICE (PMO) HEW LEVEL 10+ Position Number: Organisational Unit: Position Reports to Overall Purpose: Information Technology Services Executive Director, Information Technology Services The overall purpose of the Director, PMO is to provide strategic and high level operational leadership to IT Project Management Office. This role will have a primary focus on effective and efficient management of a comprehensive and diverse set of teams and in managing effective project and program management methodologies. This position has a strategic role in overseeing, managing and leveraging the entire lifecycle of IT investments being delivered as projects. The position will oversee change projects, manage strategic internal and external relationships and manage the financial performance of a complex program of capital investments. Organisational Context and Relationships Location/Campus: Within the University the position: works closely with Executive Director, Information Technology Services and Pro Vice-Chancellor Digital Technologies manages the Project Management Office (PMO) Team. Outside of the University, the position works closely with vendors and industry bodies. The position is currently located at the Footscray Park Campus of the University. The position and incumbent may be relocated to any other existing or future University work locations where it conducts its operations. Our Values Victoria University s vision is to be excellent, engaged and accessible and internationally recognised for its leadership in empowering a diverse community of students to grow their capabilities and transform their lives; and engaging with industry and community to make the world a better place, through the creation and sharing. We value: Access, Excellence and Respect. Our Organisation Victoria University (VU) is a dual-sector (higher education and TAFE) tertiary institution based in Melbourne, Australia. VU has eight colleges, each covering a broad discipline of study, six research institutes and seven research centres. The University has nine campuses in Melbourne's CBD and western region, and a tenth campus in Sydney. It also offers courses at partner institutions throughout Asia. More than 47,000 students, including around 15,000 international students, study VU courses worldwide. In 2016, VU will celebrate its 25th anniversary as a university, which will also mark its 100 years as an educational institution. People and Culture Use only Date Updated Date Classified 27/05/16

2 Organisational Unit The Victoria University information technology infrastructure provides capability to support teaching, learning, research and administration. The Information Technology Services (ITS) department provides traditional services such as networks, communications, computing platforms, data stores, desk-top and mobile access, administrative enterprise systems, student learning environments, and IT security whilst having a strong focus on digital enablement over the next 5 years. The Director, PMO will provide strategic leadership, expertise, advice and co-ordination to the portfolio of information technology projects across the University. This position will oversee the implementation and operation of a range of underlying services which includes portfolio management, business analysis and project management capabilities whilst ensuring projects are aligned with University strategy and executed in accordance with appropriate methodologies, governance, controls and quality assurance. The Director, PMO will work closely with the Directors within the ITS department and senior leaders and Executives within the University to implement strategic and operational projects and programs. MAJOR TASKS & ACCOUNTABILITIES Lead and direct the development and implementation of project management standards, processes and financial controls required to deliver strategic projects that meet the University business needs. Conceiving and driving continual improvement initiatives that result in a measurable business benefit. Take full responsibility for leading the Project Management Office services, including organising and managing all resources to ensure the effective delivery of projects. Mentor and develop the management and leadership capacity of all direct reports and proactively foster the development of all staff. Provide timely, authoritative advice to the Executive Director, Information Technology Services and Pro Vice-Chancellor, Digital Technologies on matters relating to human, capital and financial resources to achieve the strategic and operational objectives of the Project Management Office. Lead the development of strategic planning of the Project Management Office. Engage with senior staff of Information and Technology Services and the portfolio of Pro Vice-Chancellor, Digital Technologies through the provision of appropriate advice on developments project and portfolio management standards and how these developments might apply to the University. Work collaboratively with all areas of the University in the development of a University wide project methodology and establish appropriate communities of practice. Analyse and monitor the portfolio of IT investments and make recommendations to the Executive Director, Information Technology Services and work directly with appropriate investment governance committees to achieve an optimal result leveraging limited resources. Manage strategic vendor relationships in accordance with University procurement policies. Review, assess and analyse University resources, structures and discipline elements of relevance to projects and recommending, implementing and evaluating local organisational changes as required. Undertake financial audits on programs and projects to identify any variances that pose risks to the project and the University. In collaboration with nominated individual project managers, or delegated project offices, monitor project progress including milestone schedules, resources commitments, and risk factors. 2

3 MAJOR TASKS & ACCOUNTABILITIES Manage the PMO and University IT capital budget and other resources of the section to deliver strategic projects and programs. Develop and maintain an annual OHS Plan and provide adequate resources to ensure compliance with statutory and University requirements including developing Key Performance Indicators for their area of responsibility and, where relevant, maintaining and establishing committees. Adhere to and cooperate with all OHS policies and procedures of the University. TYPICAL/MAJOR CHALLENGES Establish strong relationships with internal and external clients to understand business needs in relation to project delivery. Provide leadership and management of the Project Management Office by being innovative and providing thought leadership. This significant leadership role requires that the incumbent display initiative, judgement and high level expertise in the leadership, management and on-going development of the Project Management Office at all times. Decision making and working autonomously are also expected necessary skills and capabilities Judgment in setting priorities for day-to-day tasks and activities outside scheduled duties. Responsible for the delivery of strategic projects and programs within the IT portfolio of projects being managed by the PMO whilst operating within a complex organisational structure. Develop organisational policies and processes to ensure projects are approved through an appropriate governance committee. Build organisational agility by focusing on staff empowerment, scenario planning and effective resource management within the ITS department. LEVEL OF SUPERVISION Operates under broad direction from Executive Director, Information Technology Services and will be required to manage other administrative, technical and/or professional staff. PROFESSIONAL AND ORGANISATIONAL KNOWLEDGE Extensive experience in establishing and implementing project and program management best practices. Exercise significant initiative and professional judgement in undertaking diverse and often complex tasks including delivering program and projects within budget and in tight timeframes. Experience to manage, guide and mentor work groups to support an outcomes orientated environment. Knowledge of relevant legislation and regulations relating to area of responsibility, in particular, the 3

4 Universities legislation and regulations. KEY SELECTION CRITERIA Essential 1. Proven expertise in the management of significant human and material resources; in addition to, in some areas postgraduate qualifications and extensive relevant experience. 2. Extensive experience in overseeing and managing multiple projects and programs to achieve strategic objectives. 3. High order management skills in leading a team to its full potential which includes strong interpersonal and relationship management skills and the ability to manage staff performance, including unsatisfactory performance. 4. Demonstrated exceptional strategic, analytical, project management and technical skills relevant to the development and management of new workplace structures within a technological environment. 5. Demonstrated ability to rapidly comprehend the function and capabilities of new workplace models for delivery of complex programs and projects, particularly information technology solutions, within a large and complex organisation. 6. Demonstrated ability to drive change and exploit emerging technologies and project practices to meet the accelerating demand for digital IT solutions to support teaching delivery, research collaboration and the student experience. 7. Proven experience in the utilisation of financial data, portfolio/program reports, and key performance indicators to support continual process improvements. Demonstrated ability to perform against identified objectives/ key performance indicators. 8. Excellent (written and verbal) communication skills, interpersonal skills and presentation skills. 9. Demonstrated customer focused service skills and the ability to develop agile project management methodologies that can be applied by all organisational business units. 10. Extensive organisation, communication, negotiation and conflict resolution skills to interact credibly with all levels of the University including executive management. 11. Demonstrated ability to implement and monitor management systems to ensure that OHS risks arising from the operations of the area under their responsibility are managed effectively. 12. Proven experience in undertaking financial analysis, identifying and managing portfolio risks and undertaking pre-emptive action. 13. Demonstrated capacity to understand and comply with employer policy and practices in all aspects of work and conduct, including OH&S and Anti-Discrimination responsibilities and complete/attend 4

5 KEY SELECTION CRITERIA relevant training. Desirable 1. Knowledge of project management principles based on Prince 2, PMBOK or agile methodologies. 2. Experience leading initiatives to improve organisational maturity (effectiveness, efficiency and quality) in respect to project management processes and methodologies. 3. An understanding of and willingness to comply with quality assurance policies and procedures and other relevant legislative and policy requirements applicable to the University. 5

6 Organisational Chart Executive Director Information Technology Services * Director, Project Management Office Director, ITS Security, Risk & Assurance Director IT Applications Director, IT Customer & Infrastructure Business Analyst x2 UFC Analyst Senior Project Manager Business Architect Project Assurance and Support Project Managers x3 Contractor Project Managers *Denotes the position 6

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