Illinois Secretary Of State - Springfield, IL

posted 5 months ago

Full-time - Mid Level
Springfield, IL

About the position

The Program Manager for Information Systems at the Illinois Secretary of State's Office is responsible for overseeing the coordination and administration of multiple projects that align with the organization's strategic goals, particularly in the areas of transformation and modernization. This role requires a strong leader who can work across various functional teams to ensure that projects are delivered on time, within budget, and meet specified requirements. The Program Manager will manage the entire program lifecycle, which includes defining program scope, setting goals, planning milestones, managing risks, and ensuring adherence to timelines and budgets. Regular attendance at steering committee meetings is essential, as is the ability to adjust program plans as necessary and create comprehensive program-level documentation. In this position, the Program Manager will act as the primary liaison between project teams, internal departments, and external vendors. This involves scheduling meetings, resolving resource conflicts, and ensuring that external parties fulfill their contractual obligations. The role also requires the creation of detailed program plans that outline tasks, timelines, resources, and dependencies, utilizing program management software to track progress and make adjustments in response to changes in program scope, schedule, or resources. Performance metrics and KPIs will be implemented to evaluate program health, with dashboards and reporting tools used to monitor progress, identify areas of concern, and provide regular updates to management and stakeholders. Maintaining open and effective communication with clients and stakeholders is crucial, as is gathering requirements, managing expectations, and soliciting feedback to ensure program alignment with business objectives. The Program Manager will also establish and maintain relationships with third parties and vendors, negotiating contracts and agreements to secure necessary resources and services. Additionally, the Program Manager will lead and mentor project managers and other team members, fostering a collaborative work environment. Other duties may be assigned as required, making this a dynamic and multifaceted role that is critical to the success of the Illinois Secretary of State's transformation initiatives.

Responsibilities

  • Oversee the program lifecycle, including defining program scope, setting goals, planning milestones, managing risk, and ensuring programs adhere to timelines and budgets.
  • Act as the primary liaison between project teams, internal departments, and external vendors.
  • Create comprehensive program plans that outline tasks, timelines, resources, and dependencies.
  • Utilize program management software to track progress and adjust in response to any changes in program scope, schedule, or resources.
  • Implement performance metrics and KPIs to evaluate program health.
  • Use dashboards and reporting tools to monitor progress, identify areas of concern, and provide regular updates to management and stakeholders.
  • Maintain open and effective communication with clients and stakeholders.
  • Gather requirements, provide updates, manage expectations, and solicit feedback to ensure program alignment with business objectives.
  • Establish and maintain relationships with third parties/vendors, negotiating contracts and agreements to secure the necessary resources and services.
  • Create and maintain comprehensive program documentation, ensuring that all projects are delivered on time, within scope, and budget while delivering the outcomes of the program.
  • Lead and mentor project managers and other team members, fostering a collaborative work environment.

Requirements

  • Requires knowledge, skill and mental development equivalent to the completion of four years college, preferably with courses in computer science, management information systems, mathematics or statistics.
  • Minimum three years' experience as a Program Manager on Transformation related projects.
  • Five years managerial experience in a computer-based management information system.
  • Demonstrated experience in managing large-scale, complex programs across multiple teams and technologies.
  • Proficient in Agile and Scrum methodologies, with certifications such as Certified ScrumMaster (CSM) or SAFe Program Consultant (SPC) being advantageous.
  • Strong leadership and interpersonal skills to lead cross-functional teams and manage stakeholder relationships.
  • Excellent problem-solving and decision-making skills, with the ability to prioritize tasks and manage program/project risks effectively.
  • Familiarity with program/project management software (e.g., MS Project, JIRA, Asana, Trello, ServiceNow PPM) and Microsoft Office Suite.
  • Exceptional communication and negotiation skills to articulate project goals, progress, and outcomes.
  • PgMP (Program Management Professional) certification or equivalent is highly desirable.
  • PMP (Project Management Professional) certification or equivalent is highly desirable.

Nice-to-haves

  • Experience with program/project management software such as MS Project, JIRA, Asana, Trello, ServiceNow PPM.
  • Certifications such as Certified ScrumMaster (CSM) or SAFe Program Consultant (SPC).

Benefits

  • Salary commensurate with experience.
  • Preference given to Illinois residents in the hiring process.
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