Executive Director, Project Portfolio - PMO

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The Department of Enterprise Project Management Office is seeking a full-time Executive Director, Project Portfolio, to work on-site in Coral Gables, FL.

CORE JOB SUMMARY
The Executive Director, Project Portfolio - PMO - Central (A) provides oversight and direction for major university initiatives coordinated through the Enterprise Project Management Office (ePMO). The role helps to maintain a broad, forward view of the full project portfolio and ensures that projects are proactively managed, resourced appropriately, and executed efficiently across the institution, with a strong bias toward anticipating needs rather than reacting to issues. Partners closely with the Strategy & Transformation team and institutional leaders, this position provides forward-looking visibility into timelines, interdependencies, resource needs, and risks. The Executive Director maintains an effective reporting cadence, drives ownership across all workstreams, and ensures that initiatives stay on track, are fully completed, and transition smoothly into ongoing operations through clear ownership handoffs, operational readiness, and sustainability of results.

CORE JOB FUNCTIONS                                                                                           

• Oversees enterprise-scale President and C-suite initiatives and ensures alignment with goals and priorities. Collaborates with the Strategy & Transformation office and other departments to align timing, scope, and dependencies across initiatives.

• Leads the planning, prioritization, and execution of university-wide projects through a proactive, outcome-oriented management approach.

• Leads and oversees the project intake and chartering processes, ensures that proposed initiatives are appropriately submitted, reviewed, and prioritized, and defines objectives, roles, and success metrics before project launch.

• Maintains a broad, forward view of the full project portfolio, and anticipates conflicts, overlapping milestones, and coordination needs across departments.

• Develops and maintains a comprehensive view of timelines, milestones, and dependencies to support coordination and decision-making. Identifies and fills resource or process gaps before they affect project outcomes.

• Drives portfolio visibility through advanced timeline management, integrated boards, and dashboards that support leadership insight. Maintains a broad, forward view of the full project portfolio, and anticipates

• conflicts, overlapping milestones, enterprise capacity bottlenecks (people, funding, and technology), and coordination needs across departments in partnership with the Strategy & Transformation team.

• Uses tools such as Smartsheet or equivalent platforms to manage dashboards, task boards, and overall portfolio visibility. Monitors intersections between projects to anticipate conflicts, and coordinates resolution among teams.

• Establishes accountability across all workstreams through clear project charters, RAID logs, and milestone ownership. Oversees disciplined management of workstream plans, and ensures accurate tracking of scope, timeline, and deliverables.

• Champions early communication, and surfaces risks, obstacles, and dependencies in advance to prevent delays or rework. Promotes a proactive, forward-driven management style focused on foresight and continuity rather than reaction.

• Establishes and maintains a structured reporting cadence, including daily updates to operational partners, biweekly summaries to leadership, and board-level reporting for major initiatives.

• Provides daily updates and coordination support for operational leaders to maintain alignment and momentum. Provides biweekly portfolio updates, and summarizes accomplishments, next steps, risks, and resourcing needs for university leadership.

• Prepares and supports presentations for executive and board reviews, and summarizes progress on high-profile initiatives.

• Continuously refines project management practices, governance procedures, and reporting effectiveness for the ePMO. Mentors project managers to strengthen planning, ownership, and communication skills across the ePMO.

• Models' acco