[Hiring] IT Portfolio Coordinator @UT Health San Antonio

Role Description

Under general supervision, responsible for developing, facilitating, and supporting Business Systems Services (BSS) application portfolio governance processes and associated operational metrics. Coordinates the collection, maintenance, and reporting of application documentation, annual Service Level Agreements (SLAs), Sustainment Plans, and other portfolio-related artifacts to support effective management of enterprise applications. Provides administrative and coordination support for meetings, portfolio reviews, and executive reporting activities. Serves as a central point of coordination for portfolio information, ensuring documentation is current, accurate, and accessible. Responsible for researching, gathering, and analyzing information to identify opportunities for improving application portfolio governance, reporting, sustainment planning, and operational efficiency.

Responsibilities

• Coordinates with Business Systems Services leadership, application managers, and stakeholders to collect, organize, and maintain application portfolio documentation, including application inventories, support models, operational procedures, and governance artifacts.
• Facilitates the annual development, review, and maintenance of Service Level Agreements (SLAs) and Sustainment Plans for enterprise applications, ensuring documentation is complete, current, and aligned with organizational requirements.
• Maintains the quality, integrity, and accessibility of application portfolio information, ensuring documentation, metrics, and supporting records are accurate and available for operational, compliance, and leadership reporting needs.
• Develops, maintains, and distributes recurring and ad hoc portfolio reports, dashboards, and presentation materials to support Business Systems Services leadership, governance committees, and executive stakeholders. May leverage reporting and analytics tools such as Microsoft Power BI to provide application portfolio insights and performance metrics.
• Coordinates application portfolio governance activities, including planning schedules, meeting logistics, agenda preparation, documentation of decisions and action items, and communication of outcomes to stakeholders.
• Serves as a liaison between business and technical teams to gather information related to application services, operational support activities, sustainment efforts, service performance, and portfolio initiatives.
• Supports leadership and application managers in producing executive reports and operational summaries, including application health metrics, service level performance, sustainment activities, compliance status, risks, and resource utilization information.
• Develops and maintains portfolio processes, standards, documentation, and training materials related to application governance, service management, sustainment planning, and operational reporting. Assists with the delivery of training and knowledge-sharing activities as needed.
• Identifies, recommends, and helps implement opportunities to improve application portfolio governance, documentation practices, reporting processes, and operational efficiency across the Business Systems Services organization.
• Performs other duties as assigned.

Qualifications

• General knowledge of application portfolio governance, IT service management, and operational support practices. Beginner
• Ability to follow established procedures, standards, and documentation requirements while ensuring consistency and accuracy. Beginner
• Ability to coordinate activities across multiple teams and facilitate collaboration among business stakeholders, application managers, and technical staff. Beginner
• Demonstrated ability to follow up on assignments and gather required information from stakeholders to ensure documentation, Service Level Agreements (SLAs), Sustainment Plans, and portfolio artifacts are completed in a timely manner. Beginner
• Technical aptitude and ability to quickly learn business applications, portfolio management tools, reporting solutions, and workflow automation technologies. Beginner
• Strong analytical, organizational, and problem-solving skills with the ability to manage multiple priorities and deadlines in a fast-paced environment. Beginner
• Proficiency with Microsoft Office Suite, including Excel, Word, PowerPoint, Teams, and SharePoint. Beginner
• Strong verbal, written, and interpersonal communication skills with the ability to interact effectively with technical and non-technical audiences. Beginner
• Self-motivated, detail-oriented, and results-focused, with the ability to take ownership of assigned deliverables and meet established deadlines. Beginner
• Demonstrated attention to detail and ability to maintain accurate records, documentation, reports, and portfolio information while working in a dynamic environment. Beginner
• General knowledge of reporting and analytics tools, such as Microsoft Power BI, for creating dashboards, metrics, and executive reports. Beginner
• Ability to develop documentation, job aids, and training materials and assist with facilitating meetings, presentations, and knowledge-sharing sessions related to application portfolio governance and operational processes. Beginner
• Ability to prepare recurring and ad hoc reports, executive summaries, and presentation materials to support leadership decision-making and portfolio oversight. Beginner
• Strong customer service orientation with a commitment to supporting Business Systems Services leadership, application teams, and business stakeholders. Beginner

Education

• Bachelor's Degree in Information Systems, Computer Science, Business Administration or a related field is required.

Experience

• (1) year of project support or portfolio management support experience is required.

Benefits

• Medical: UT SELECT Medical insurance is offered free for employees and administered by Blue Cross and Blue Shield of Texas. Family members can be added to the plan through payroll deduction.
• Dental: Three dental insurance plan options are available for employees and their families through Delta Dental Insurance Company, two PPOs and one dental HMO plan.
• Vision: Fully insured Vision Care benefits are offered by Superior Vision Services.
• Disability: Employees can enroll in the Disability Insurance which provides income if a non-work related illness or injury prevents you from working.
• FSAs: Employees can enroll in flexible spending accounts (FSAs) to set aside money from earnings before taxes for qualifying dependent day care expenses or out-of-pocket health care expenses.
• Retirement: Employees are eligible for either the Teacher Retirement System (TRS) or the Optional Retirement Plan (ORP).
• Time Off: A generous leave program offers multiple paid leave options.
• Discounts: Employees enjoy a range of discounts on services, tickets, and gym membership.

Company Description

The University of Texas at San Antonio (UT San Antonio) is a nationally recognized, top-tier public research university that unites the power of higher education, biomedical discovery and healthcare within one visionary institution. As the third-largest research university in Texas and a Carnegie R1-designated institution, UT San Antonio is a model of access and excellence — advancing knowledge, social mobility and public health across South Texas and beyond.