Portfolio Governance and Communications Specialist

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 the Wind DT portfolio master as the source of truth for projects and initiatives.
• Maintain complete, current, and consistent portfolio and project information in Smartsheet or related tool and related PMO tools, including accountable owners, milestones, delivery status, risks, issues, dependencies, and decisions.
• Support the maintenance and continuous improvement of practical PMO standards, templates, update expectations, governance guidance, and Standard Work.

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.
• Prepare concise portfolio reports and insights for DT leadership, staff reviews, MOR preparation, and other recurring management rhythms.
• 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

• Coordinate AI portfolio management as an integrated part of the PMO, aligning AI initiatives with portfolio governance standards, strategic priorities, funding requirements, 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.
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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.
• Coordinate tool improvements and user requirements with the relevant technical and process owners, prioritizing practical enhancements and ease of use.
• Identify and support opportunities to automate recurring portfolio reporting and administrative activities using approved tools and AI capabilities.
• 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

• Coordinate portfolio and OCIO communications, including 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