Onboarding PMO/Project Management Support Associate

at  State Street

The Onboarding PMO / Project Management Support Senior Associate will be part of European Onboarding team.
There are two main parts to this role:
(30%) PMO Associate – tracking and dissemination of budgets in addition to facilitating and assisting in the continuous improvement and overall team governance oversight process
(70%) Business Readiness Associate - Complete all system set up forms and documentation to successfully support the implementation of new clients and products for the onboarding team
Key element to this role will be liaising with the IFDS Finance department, project stakeholders, vendors, and other site PMO’s in tracking and communicating the progress of project requests and management of same.
Responsibilities of this role include ensuring work is only undertaken in accordance with the project framework and that change requests are actioned in line with agreed European Onboarding governance model.
Responsibilities will also include collation of reporting packs for the programme/project manager and completing governance logs including following up with owners to ensure updates and actions are completed in a timely manner.

Responsibilities (further detail):

• Complete budget tracking for projects in conjunction with Programme leads
• Support Resource Capacity and Planning for Projects
• Maintain and deliver weekly, monthly and quarterly status reports to Management including appropriate metrics
• Liaise with stakeholders to prioritise delivery of project and estimate request
• Compile materials and/or presentations needed for regular/recurring meetings and calls
• Act as gatekeeper for the European Onboarding Sharepoint site; facilitating periodic reviews of overall governance model
• Acts as liaison with other Project Support Offices, internally and with vendors
• Concisely and accurately highlight complex issues in written form regarding budget challenges
• Track and review invoicing from vendors, facilitate client re-billing.
• Maintenance of PMO procedure documents as required
• Ability to clearly define requirements in significant details leaving no room for misinterpretation.
• Active participation in Workstream Meetings and recording relevant update to governance logs and or minutes as required
• Issue tracking and management, ensuring that the appropriate stakeholders are in agreement with the resolution steps and ownership
• Ensures that all standard templates are used and required resources are procured.
• Scheduling meetings and logistics for client and internal workshops
• Provide assistance to the Business Readiness Team to organize and complete questionnaires, set up forms, templates and documentation, including all required sign-offs, to successfully support the implementation of new clients and products.
• Support the maintenance and update of technical documents, templates and artefacts.

Quality Focused

• To adhere to company values of Professional, Accountable, Client Focused, Excellence and Leadership in all tasks and interactions
• To be quality driven, aiming for 100% accuracy and timeliness of delivery
• To continuously review processes and practices relating to the role and act as a catalyst for change and improvement in individual and team performance

Knowledge and Competency Requirements
(Specific knowledge, skills and qualifications needed to achieve required performance standards in a role)

Essential

• Transfer Agency experience
• Excellent administrative, organisational and business support skills with the ability to multi-task and to work calmly under pressure to tight timelines.
• Excellent working knowledge of MS Office suite including Word, Excel and PowerPoint
• Proactive and able to work independently and as part of a team
• Very strong verbal and written skills as well as high level of interpersonal skill to interact with senior business professionals.
• Well-developed decision making, judgment and problem-solving skills.
• Ability to engage internal stakeholders across a number of different functional areas.
• Proactive in acquiring information to develop new skills to improve job performance; grasps new material quickly and easily, and applies new information, concepts and procedures in a constructive manner.
• Detail oriented with a demonstrated ability to enhance process improvement capabilities
• React dynamically to changing priorities

Desirable

• Undergraduate degree
• MS Project Knowledge
• Experience with project life cycle methodologies as well as an understanding of the implementation project life cycle is preferred.

• Complete budget tracking for projects in conjunction with Programme leads
• Support Resource Capacity and Planning for Projects
• Maintain and deliver weekly, monthly and quarterly status reports to Management including appropriate metrics
• Liaise with stakeholders to prioritise delivery of project and estimate request
• Compile materials and/or presentations needed for regular/recurring meetings and calls
• Act as gatekeeper for the European Onboarding Sharepoint site; facilitating periodic reviews of overall governance model
• Acts as liaison with other Project Support Offices, internally and with vendors
• Concisely and accurately highlight complex issues in written form regarding budget challenges
• Track and review invoicing from vendors, facilitate client re-billing.
• Maintenance of PMO procedure documents as required
• Ability to clearly define requirements in significant details leaving no room for misinterpretation.
• Active participation in Workstream Meetings and recording relevant update to governance logs and or minutes as required
• Issue tracking and management, ensuring that the appropriate stakeholders are in agreement with the resolution steps and ownership
• Ensures that all standard templates are used and required resources are procured.
• Scheduling meetings and logistics for client and internal workshops
• Provide assistance to the Business Readiness Team to organize and complete questionnaires, set up forms, templates and documentation, including all required sign-offs, to successfully support the implementation of new clients and products.
• Support the maintenance and update of technical documents, templates and artefacts