Program Manager - City of Philadelphia

A best-in-class city that attracts best-in-class talent, Philadelphia is an incredible place to build a career. From our thriving arts scene and rich history to our culture of passion and grit, there are countless reasons to love living and working here. With a workforce of over 30,000 people, and more than 1,000 different job categories, the City of Philadelphia offers boundless opportunities to make an impact. 
As an employer, the City of Philadelphia values inclusion, integrity, innovation, empowerment, and hard work above all else. We offer a vibrant work environment, comprehensive health care and benefits, and the experience you need to grow and excel. If you’re interested in working with a passionate team of people who care about the future of Philadelphia, start here.

What We Offer:
•    Impact - The work you do here matters to millions. 
•    Growth - Philadelphia is growing, why not grow with it? 
•    Diversity & Inclusion - Find a career in a place where everyone belongs.
•    Benefits - We care about your well-being.
 

The Philadelphia International Airport (PHL) is managed by the Department of Aviation of the City of Philadelphia. PHL is the only major airport serving the nation's 7th largest metropolitan area and is a large hub airport that serves over 25 million passengers per year.  Twenty-seven airlines, including all major domestic carriers, offer nearly 323 daily departures to more than 120 destinations worldwide.  Located 7 miles from downtown Philadelphia, the Airport is easily accessible and convenient to many tourist sites, business centers, and cultural hubs. The Airport is self-sustaining and uses no local tax dollars.  PHL is one of the largest economic engines in the region, generating $16.8 billion to the economy and accounting for 106,000 full-time jobs annually.  The Airport Information Technology department is headed by the Airport Chief Information Officer (CIO).   Airport IT is responsible for the strategic direction of IT services at the Airport, management of all Airport IT infrastructure, and the operational support for hundreds of different Airport related systems that serve the needs of the airlines, TSA, FAA, and passengers.

The Information Technology group at the Department of Licenses and Inspections (L+I IT) is responsible for supporting and maintaining systems and applications used by employees, City of Philadelphia residents, and various business owners who operate within the City of Philadelphia. The Program Manager will report directly to the Information Technology Director of Licenses & Inspections.

The Program Manager position will be assigned to the L+I IT group and will support the eCLIPSE and Electronic Plans initiatives and related projects. This role involves coordinating the efforts of team members and third-party contractors or consultants to deliver projects on time and within budget for the Department of Licenses and Inspections, while adhering to the project management practices instituted by OIT. 

Essential Functions
Resource Management

• Allocate Resources: Oversee the allocation of resources (e.g., personnel, budget, technology) across projects, ensuring that Project Managers have the necessary support to deliver their projects successfully.
• Resolve Resource Conflicts: Address and resolve any resource conflicts or bottlenecks that arise between projects, ensuring that critical projects receive the resources they need.

Risk and Issue Management

• Monitor Risks: Work with Project Managers to identify, assess, and manage risks at both the project and program levels. Ensure that risks are escalated appropriately and that mitigation strategies are in place.
• Support Issue Resolution: Provide support and guidance to Project Managers in resolving issues that may impact the success of their projects, ensuring timely and effective resolutions.
• Identify, assess, and manage risks and issues related to the program.
• Develop mitigation strategies and contingency plans.
• Track and resolve program-related issues promptly.

Performance Monitoring and Reporting

• Track Progress: Monitor the progress of individual projects, using key performance indicators (KPIs) and other metrics to ensure they are on track to meet deadlines, budgets, and quality standards.
• Consolidate Reporting: Consolidate project reports from Project Managers into comprehensive program status reports for senior management and stakeholders, highlighting key achievements, risks, and issues.

Quality Assurance

• Maintain Standards: Ensure that Project Managers adhere to organizational standards, methodologies, and best practices in project execution.
• Conduct Reviews: Periodically review project deliverables with Project Managers to ensure they meet quality expectations and are aligned with program objectives.
• Ensure programs meet quality standards and are delivered on time and within budget.
• Implement best practices and continuous improvement processes.
• Conduct regular program reviews and audits.

Change Management

• Oversee Changes: Manage and approve changes to project scope, timelines, and resources, ensuring that any changes are aligned with the program’s goals and do not negatively impact other projects.
• Support Project Managers: Provide guidance to Project Managers on handling change requests and managing stakeholder expectations.

Leadership and Team Development

• Provide Mentorship: Act as a mentor to Project Managers, offering guidance, coaching, and support to help them develop their skills and advance in their careers.
• Foster a Collaborative Culture: Encourage a culture of collaboration, innovation, and continuous improvement among Project Managers and their teams.

Stakeholder Engagement

• Serve as the primary point of contact for program stakeholders.
• Communicate program status, issues, and risks to stakeholders, including senior management.
• Facilitate stakeholder meetings and presentations.
• Work with Project Managers to manage stakeholder expectations, ensuring that communication is clear and that stakeholders are kept informed about project progress, risks, and changes.
• Facilitate Stakeholder Meetings: Organize and facilitate meetings with stakeholders, ensuring that they are engaged in key decisions and are supportive of the program’s direction.

Benefits Realization and Program Success

• Ensure Value Delivery: Work with Project Managers to ensure that each project delivers its intended benefits and contributes to the overall success of the program.
• Conduct Post-Project Reviews: Support Project Managers in conducting post-project reviews to assess the outcomes, document lessons learned, and identify areas for improvement in future projects.
• Develop and manage program budgets, including cost estimates and financial forecasts.
• Monitor program expenditures and ensure cost control.
• Report on financial performance and variance analysis.

Vendor and Resource Management

• Coordinate with external vendors and service providers as needed.
• Manage contracts, negotiations, and procurement processes.
• Allocate resources efficiently to optimize program delivery.

Documentation and Reporting

• Maintain comprehensive program documentation, including plans, schedules, reports, and performance risks.
• Prepare and present regular status reports to stakeholders and senior management.
• Ensure all documentation is accurate, current, and accessible.     

Competencies, Knowledge, Skills and Abilities

• System migration tactics and best practices
• Microsoft Project 
• Content & Records Management
• Business Intelligence and Data Analysis
• Change Management
• Mobile Device Management
• System Lifecycles
• Vendor Management
• Budget Management
• Project Management
• Service Delivery
• Excellent leadership, communication, and interpersonal skills.

• Completion of a Bachelor’s degree program at an accredited college or university with a major course work in Computer Science, Information Technology or a closely related field

AND

• at least 7-10 years of related experience in IT project management, managing large scale IT projects. It is preferred if work experience includes 3+ years in a program management role.

AND

• PMP, PgMP, or similar project management certification is considered a plus.

             OR

• Any equivalent combination of education and experience determined to be acceptable by the Office of Innovation and Technology and Human Resources.

Salary Range: $95,000 - $110,000

Important: To apply, candidates must provide a cover letter and resume.

Work Setting: in-person (onsite)

Discover the Perks of Being a City of Philadelphia Employee:
•    We offer Comprehensive health coverage for employees and their eligible dependents
•    Our wellness program offers eligibility into the discounted medical plan
•    Employees receive paid vacation, sick leave, and holidays
•    Generous retirement savings options are available
•    Pay off your student loans faster - As a qualifying employer, City of Philadelphia employees are eligible to participate in the Public Service Loan Forgiveness program. Join the ranks of hundreds of employees who have already benefited from this program and achieved student loan forgiveness.
•    Enjoy a Free Commute on SEPTA - Starting September 1, 2023, eligible City employees will no longer have to worry about paying for SEPTA public transportation. Whether you're a full-time, part-time, or provisional employee, you can seize the opportunity to sign up for the SEPTA Key Advantage Program and receive free Key cards for free rides on SEPTA buses, trains, trolleys, and regional rails.
•    Unlock Tuition Discounts and Scholarships - The City of Philadelphia has forged partnerships with over a dozen esteemed colleges and universities in the area, ensuring that our employees have access to a wide range of tuition discounts and scholarships. Experience savings of 10% to 40% on your educational expenses, extending not only to City employees but in some cases, spouse and dependents too!
Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth!

*The successful candidate must be a city of Philadelphia resident within six months of hire

Effective May 22, 2023, vaccinations are no longer required for new employees that work in non-medical, non-emergency or patient facing positions with the City of Philadelphia. As a result, only employees in positions providing services that are patient-facing medical care (ex: Nurses, doctors, emergency medical personnel), must be fully vaccinated.

The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status. If you believe you were discriminated against, call the Philadelphia Commission on Human Relations at 215-686-4670 or send an email to faqpchr@phila.gov.