About this role
**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
Relocation Assistance Provided: **Yes