PMO Coordinator

Build a career powered by innovations that matter!

At Novanta, our innovations power technology products that are transforming healthcare and advanced manufacturing—improving productivity, enhancing people’s lives and redefining what’s possible.

We create for our global customers engineered components and sub-systems that deliver extreme precision and performance for a range of mission-critical applications—from minimally invasive surgery to robotics to 3D metal printing.

Novanta is one global team with over 26 offices located in The Americas, Europe and Asia-Pacific.

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Business Unit Overview

Novanta offers highly reliable, precise and safe solutions that enhance system performance and improve patient outcomes.

Insufflators, pumps and disposable tube sets, along with medical visualization and operating room integration technologies are the preferred solution for minimally invasive surgery applications.

Summary

This position as PMO Coordinator is part of the Project Management Office (PMO) and reports directly to the Sr.

Director PMO.

The role owns the operating system of the PMO: the project management processes, templates, tools, master data and KPIs that the Project Managers apply in their daily work.

The PMO Coordinator works in close, daily cooperation with the Program and Project Managers of PMO, keeps the portfolio data complete and reliable, produces the consolidated status and KPI reporting for management, administers the project management toolset, and ensures that the agreed governance and gate standards are applied consistently across all projects.

The focus of the position is administrative governance, process discipline and data quality rather than technical or engineering content.

The position has no disciplinary responsibility for employees.

• Primary Responsibilities
• Process and Governance
• Maintain and further develop the PMO process landscape: project management procedures, work instructions, templates, checklists and gate criteria, dashboards.
• Monitor whether running projects apply the defined governance standards; document deviations and follow up with the responsible Project Managers.
• Prepare and coordinate gate reviews, portfolio boards and PMO meetings: scheduling, agendas, documentation templates, minutes and action item tracking.
• Drive continuous improvement of PMO processes and coordinate the lessons learned process across projects.
• Support Project Managers in the application of agile and hybrid project management methodologies
• Drive optimization of agile development practices within the established stage-gate framework.
• KPIs, Reporting and Analytics
• Define, collect and maintain the PMO KPI set (e. g. schedule adherence, on-time gate performance, budget variance, resource utilization, change and deviation rates).
• Safeguard data quality and completeness; identify gaps and inconsistencies and follow up with the Project Managers until resolved.
• Prepare recurring and ad hoc analyses, management summaries and presentation material for the Sr. Director PMO and senior management.
• Track and report progress of PMO improvement initiatives and portfolio level action items.
• Resource and Capacity
• Maintain the consolidated resource and capacity plan across the project portfolio together with the Project Managers and line managers.
• Organize regular reviews to ensure accurate data
• Tools and Systems Administration
• Act as key user and administrator for the project management toolset (MS Project, Azure Dev Ops).
• Manage user accounts and permissions, project structures, templates and tool configuration.
• Maintain the portfolio data model, naming conventions and structures so that reporting stays consistent and comparable.
• Support the rollout of new tool functionality: requirements collection, testing, user documentation and release communication.
• Onboard and train Project Managers and project team members on PMO processes and tools; act as first level support for tool and process questions.
• General Tasks
• Strict compliance with the quality, occupational safety and environmental regulations.
• Discreet and confidential handling of project, financial and personnel related data
• Required Experience, Education, Skills, Training and Competencies
• A Bachelor’s degree in Business Administration, Project Management or a comparable qualification. A technical or engineering degree is not required.
• Professional experience in a PMO, project office, project controlling, business administration or a comparable governance and coordination role is an advantage.
• Practical knowledge of project management methods and governance models (stage gate, classic and agile).
• Project management certification is an advantage (e. g. IPMA Level D, PMI CAPM/PMP, PRINCE2 Foundation, Scrum).
• Confident handling of project management and collaboration tools (MS Project, Azure, Share Point) and willingness to take over key user and administrator responsibility.
• Very good MS Excel and Power Point skills; experience with dashboard and reporting tools such as Power BI is an advantage.
• Good knowledge of AI tools and how to apply AI to automate repetitive tasks (e. g. automation of KPIs)
• Basic technical understanding of product development in a regulated environment is welcome, but engineering expertise is explicitly not required.
• Strong affinity for data, numbers and KPIs; accurate, structured and process oriented way of working.
• Service oriented mindset towards the Project Managers, paired with the persistence to follow up on open items across departments and hierarchy levels.
• Very good communication and moderation skills; able to explain processes clearly and to gain acceptance for standards.
• Good communication skills in English; English GER-B2*. German language skills are welcome but not a requirement.
• Strong organizational skills and systematic way of working.
• Flexible and open to change.
• Independent and self-motivated.
• Reliable and able to work under pressure.

Novanta is proud to be an equal employment opportunity and affirmative action workplace.

We consider all qualified applicants without regard to race, color, religion, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, military and veteran status, disability, genetics, or any other category protected by federal law or Novanta policy.

Please call +1 781-266-5700 if you need a disability accommodation for any part of the employment process.