Job Description Summary

The Portfolio Governance & Communications Specialist will coordinate portfolio reporting, project-governance activities, and organizational communications across the Wind Digital Technology Office of the CIO. The role will maintain a reliable view of priorities, funding alignment, risks, and delivery health; support PMO cadences and standards; maintain portfolio tools and documentation; and coordinate timely communications to help accountable leaders make informed decisions.

Job Description

Essential Responsibilities

Portfolio Governance and Data Management

·       Maintain a trusted, integrated view of the Wind DT portfolio, providing a single source of truth for projects and initiatives to support prioritization and delivery discussions.

·       Ensure portfolio and project information in Smartsheet or comparable PMO tools is complete, current, and consistent, making accountable owners, milestones, delivery status, risks, issues, dependencies, and decisions clearly visible.

·       Help shape and continuously improve practical PMO standards, templates, update expectations, governance guidance, and Standard Work to simplify execution and promote consistency across teams.

Project Governance and Management Reporting

·       Coordinate PMO cadences and program health reviews, collecting inputs and providing consistent visibility of delivery performance and required actions.

·       Follow up with program and project leaders on governance inputs, ownership, recovery actions, escalations, and action closure.

·       Translate portfolio data into concise, actionable insights for DT leadership, staff reviews, MOR preparation, and other recurring management rhythms, highlighting delivery trends, risks, and decisions required.

·       Coordinate the bi-weekly meeting agenda, collect required inputs, and follow up on agreed actions.

·       Coordinate alignment with Vic’s MOR requirements and deliveries, ensuring that inputs, timelines, and follow-up actions are integrated into the Wind DT management rhythm.

·       Support alignment with HQ requirements, coordinate HQ governance reviews, and track HQ commitments through completion with the accountable teams.

Funding and AI Governance Alignment

·       Connect AI initiatives with strategic priorities and portfolio governance by coordinating AI portfolio management within the PMO, aligning funding requirements, governance standards, and established review cadences.

·       Track the AI portfolio across the full initiative lifecycle, maintaining visibility of ownership, business value, prioritization, funding, governance approvals, delivery milestones, risks, dependencies, and status; follow up with accountable teams on required updates and actions.

·       Maintain links between portfolio priorities, project records, approved budgets, funding sources, AI funding requirements, and delivery commitments.

·       Coordinate with Finance & Vendor Operations to keep portfolio and budget information aligned and escalate identified gaps to the accountable owners.

·       Support alignment of PMO standards and portfolio information with AI Foundry and applicable AI governance processes.

PMO Tool Support and Process Integration

·       Maintain and administer the PMO portfolio-management tool, supporting data quality, user access, standard configurations, and reliable day-to-day operation.

·       Translate user needs into practical tool improvements in partnership with technical and process owners, prioritizing enhancements that simplify workflows and improve ease of use.

·       Identify and help implement automation opportunities using approved tools and AI capabilities to reduce repetitive portfolio reporting and administrative work.

·       Simplify and improve portfolio reporting through standardized data, dashboards, and automated outputs that provide timely visibility and support decision-making.

·       Maintain the linkage between approved budgets and relevant portfolio items, including training initiatives, to improve funding visibility and traceability.

·       Link PMO governance with architecture approval requirements, tracking required reviews and approval status with the accountable Architecture teams.

·       Connect the PMO tool and governance workflow with related Finance, AI, sourcing, cybersecurity, compliance, and delivery processes to maintain consistent information and clear handoffs.

WIND DT Communications and Organizational Coordination

·       Bring portfolio priorities and progress to life through clear, engaging OCIO communications, coordinating monthly or quarterly updates and All Hands content.

·       Maintain the OCIO SharePoint structure, core process documentation, SOPs, and evidence supporting audit readiness.

·       Support organizational activities, including role and organization updates, off-site coordination, and employee survey action-plan follow-up when assigned.

Qualifications / Requirements

·       Experience supporting project governance, portfolio management, PMO operations, program coordination, or a related Digital Technology environment.

·       Practical experience maintaining project or portfolio data and preparing clear reports, dashboards, and management updates.

·       Working understanding of governance cadences, project health reporting, risk and issue tracking, dependencies, and action follow-up.

·       Working knowledge of AI portfolio governance and the ability to coordinate AI initiatives within PMO processes, including intake, prioritization, funding alignment, governance reviews, lifecycle tracking, and management reporting.

·       Ability to coordinate recurring activities across project teams, Finance, and other process owners with accuracy and timely follow-through.

·       Capability with portfolio-management and collaboration tools, including Smartsheet or comparable platforms, dashboards, and SharePoint.

·       Strong organization, analytical, interpersonal, and communication skills, both written and verbal.

·       Collaborative approach and ability to coordinate across teams in a matrix environment without direct authority.

 

 Desired Characteristics

·       Continuous-improvement mindset and interest in simplifying governance and administrative processes.

·       Attention to detail and commitment to maintaining accurate, reliable, and timely information.

·       Proactive follow-up on inputs, deadlines, issues, and required actions.

·       Adaptable and flexible, with the ability to respond effectively to changing priorities.

Additional Information