1+ months

PMO Analyst & Project Manager

Hilo, Hawaii

NSF’s NOIRLab is the preeminent US national center for ground-based, nighttime optical and infrared astronomy. The mission of NOIRLab is to enable and share 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. NOIRLab is a Federally Funded Research and Development Center (FFRDC) which operates as a matrix organization, providing services across a range of programs: Gemini Observatory, Vera C. Rubin Observatory, Mid-Scale Observatory (Cerro Tololo Inter-American Observatory and Kitt Peak National Observatory), and the Community Science and Data Center; with approximately 500 employees at facilities in three geographic locations: Arizona, Hawai’i, and Chile.

We have an opening for a full-time PMO Analyst & Project Manager to support NOIRLab Operations.

The NOIRLab Portfolio Management Office (PMO) Analyst & Project Manager is responsible for coordinating, executing and improving business processes related to NOIRLab’s planning, analysis, and control of programmatic, project, financial, workforce, workload, risk and business intelligence. 

Within the NOIRLab Directorate, NOIRLab PMO-Finance acts as the central PMO hub providing coordinated alignment and management of NOIRLab-wide business planning, information, performance and risk tracking. The NOIRLab PMO is responsible for the alignment of Portfolio Management functions, processes, and technology across NOIRLab. The NOIRLab PMO partners very closely with NOIRLab Finance in the pursuit of common management goals and processes.

The role requires the ability to work effectively under tight deadlines, extreme attention to detail, and consistently accurate, high quality analytical deliverables to top management.

Essential Functions:

Analysis, Forecasting & Reporting

  • Coordinate and/or support NOIRLab-wide preparation, maintenance and monitoring of plans, resourcing, staffing, project milestones, project in-take, and risks in partnership with local PMOs in the NOIRLab Programs and Services;
  • Evaluate results with respect to resources, key performance indicators, develop forecasts, and with managers, define corrective measures;
  • Facilitate the efficient planning and management of NOIRLab’s resources and support the overall coherence of overall NOIRLab budget and resource planning and control within NOIRLab;
  • Facilitate appropriate staffing across the portfolio, facilitate resolution of resource allocation conflicts, facilitate planning for future demands;
  • Coordinate and/or support management reporting processes (including the annual Program Operating Plan (POP), Quarterly and Annual reports to NSF) and provide monthly analytical support and inputs to internal management meetings and external oversight reviews;
  • Support the preparation and presentation of NOIRLab proposals

Management process development & improvement

  • Partner with the Head of the PMO, Associate Director for Operations and Associate Director for Administration & Finance in coordinating improvements to NOIRLab’s internal reporting, with special focus on efficient preparation, involving multiple system sources, and presentation;
  • Partner with the Head of the PMO, Associate Director for Operations and Associate Director for Administration & Finance in the implementation, coordination, and improvement of planning and control processes, standards and methodologies in the area of budget & finance, project in-take, project status reporting, workforce, workload and risk management;
  • Create and implement improved data management collection techniques;
  • In partnership with NOIRLab Finance staff and AURA Corporate/Central Administration Services (CAS), assist finance staff in developing and implementing standardized cost estimate tools for major projects and proposals;
  • Analyze data to determine better ways to support NOIRLab Leadership decision-making processes related to the prioritization and optimization of resources across NOIRLab Programs and projects;
  • Perform data validation and implementing quality control measures to ensure the continued success of NOIRLab PMO and NOIRLab Finance Business processes;
  • Identify program and project needs based on data collected and analyzed.

Project Management

  • Coordinate the development and improvement of NOIRLab-wide management dashboards, balanced scorecard and project in-take processes;
  • Coordinate PMO projects in the area of business intelligence and project portfolio management software;
  • Partner closely with other NOIRLab PMO staff, NOIRLab Finance team, Leaders and managers across NOIRLab and AURA Corporate/Central Administration Services (CAS) on high priority projects and PMO activities;
  • Coordinate other PMO-led projects as assigned.

Required Education/Experience/Skills/Abilities:

  • Bachelor’s in a relevant discipline or equivalent qualification
  • 2+years of relevant work experience in planning, analysis and forecasting
  • Strong understanding of financial and resource planning, analysis and control
  • Expert-level knowledge of Excel and experience working with complex sets of data
  • Ability to cope under pressure and balancing multiple priorities
  • Outstanding analytical, organizational and critical thinking skills
  • Diligent and attentive to details
  • Excellent interpersonal skills and ability to influence, communicate and cooperate with a wide range of staff and managers
  • Results oriented with a “can do” approach
  • Passion to learn and grow, and interest to streamline processes

Preferred Education/Experience/Skills/Abilities:

  • Master’s degree in Business Administration or similar;
  • 4+years of relevant work experience in planning, analysis and forecasting
  • Hands on experience in a variety of financial and/or business analysis and control roles at department, division and/or corporate level ;
  • Hands on experience with project management, project portfolio management , resource capacity planning tools and systems (e.g. CA Clarity, Planview, Clarizen, Primavera or other);
  • Hands on experience with Deltek Costpoint or other an enterprise resource planning (ERP) systems;
  • Experience in developing budget and resource plans for major proposals;
  • Experience with relational databases, work management and collaboration tools (e.g. airtable, Asana, Smartsheet, Google Docs, Confluence, JIRA);
  • Experience with business intelligence tools (i.e. Microsoft Power BI, Tableau)
  • Business Analysis, Capacity Maturity Model Integration (CMMI), Change Management, Agile Project Management, Lean Six Sigma, or similar certifications;
  • Experience of working in a multicultural environment, in an international organization and/or in a high technology industry sector;
  • Some knowledge of 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 may be required. 

AURA offers an excellent benefits package including paid time off and retirement plan contributions, competitive salary commensurate with experience, and a very attractive work environment. Details on benefits can be found at https://hr.aura-astronomy.org/employee-benefits-guide/

We are committed to diversity and inclusion at NOIRLab. Our managing organization, AURA, as a leader in the astronomical community, develops and supports programs that advance our organizational commitment to diversity, broaden participation, and encourage the advancement of diversity throughout the astronomical scientific workforce. Learn more at http://www.aura-astronomy.org/diversity.asp

Position may be based in: Hilo, Hawai’i, Tucson, Arizona or La Serena, Chile. Preference will be given to qualified internal candidates and qualified Native Americans living on or near the Tohono O'odham reservation.

Please list 3 professional references in your application (references will only be contacted later in the recruitment process) and attach: a cover letter and a CV or resume, PDF files preferred. Please name any attachments with the following format: Lastname Docname. Application documents that are not uploaded as part of the application may be sent to employment@aura-astronomy.org.

Veterans, disabled individuals or wounded warriors needing assistance with the employment process should request assistance at employment@aura-astronomy.org 

The position will remain open until filled. To be considered in the first round of reviews, please submit your application by April 15, 2022. 

COVID-19 Policy Update: AURA has implemented a mandatory vaccination policy that requires all employees to be vaccinated including being up to date on boosters, unless qualified for an exemption based on medical or religious reasons.  All new employees will be required to comply with this policy and will be required to present proof of full vaccination or submit a completed request (including supporting documents, if applicable) for an exemption at least five (5) business days prior to their start of employment.  Individuals who fail to meet this deadline may have their employment start date delayed. 

This is a requirement for all employees working onsite or from home (telework or hybrid remote work schedule).  Currently the vaccination requirement does not apply to any future AURA employees working in Chile, regardless of their nationality or type of contract.

AURA currently offers a mix-model workspace (office & virtual) and stimulating environments for all, with most staff working virtually from home during the COVID-19 crisis through Spring 2022. The safety of our staff and community is our top priority. We will continue to interview and screen candidates in this new virtual landscape and offers of employment can be extended and new hires will onboard virtually. Employees are required to be residents in their base job location within a limited time from their start date.

The Association of Universities for Research in Astronomy (AURA), is a consortium of over 40 US institutions and three international affiliates that operates world-class astronomical observatories. AURA’s role is to establish, nurture, and promote public observatories and facilities that advance innovative astronomical research. AURA is responsible for managing the operations of the NSF’s NOIRLab, the National Solar Observatory, and the construction of the Vera C. Rubin Observatory and the Daniel K. Inouye Solar Telescope under cooperative agreements with the National Science Foundation and operations of the Space Telescope Science Institute under contracts with NASA. 

As a recipient of U.S. Government funding, AURA is considered a government contractor and is subject to Equal Employment Opportunity and Affirmative Action regulations. As an Equal Opportunity and Affirmative Action Employer, AURA does not discriminate based on race, sex, color, age, religion, national origin, sexual orientation, gender identity/gender identity expression, lawful political affiliations, veteran status, disability, and/or any other legally protected status under applicable federal, state, and local equal opportunity laws.


Posted: 2022-04-08 Expires: 2022-05-23

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PMO Analyst & Project Manager

Hilo, Hawaii

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