Program Support Officer

Electro Optic Systems; Canberra; On-site; AUD 85,000 - 110,000; Full time

Job summary

Electro Optic Systems in Canberra is seeking a Program Support Officer to coordinate reporting, governance forums and portfolio activities, while maintaining accurate registers and controlled documents.

The role supports PMO framework adoption, health checks and audits, and provides reliable coordination and administrative support to the Program Manager and PMO Manager. Strong organisation, attention to detail and proficiency with Excel, PowerPoint and SharePoint are essential.

Qualifications

• Two years’ experience in project, program or PMO coordination.
• Experience supporting governance meetings, reporting cycles, actions, decisions, registers and controlled project documentation.
• Ability to consolidate information from multiple stakeholders while maintaining accuracy and traceability.

Responsibilities

• Maintain PMO calendar, reporting timetable and governance schedule.
• Coordinate governance meetings with agendas, papers, minutes, decisions and actions.
• Track actions and decisions and escalate overdue items.
• Maintain portfolio registers for projects, milestones, risks, issues and changes.
• Collect and consolidate project status information and governance packs.
• Assist with health checks, assurance reviews and audits.
• Maintain controlled program and PMO repositories, templates and records.
• Support rollout and adoption of PMO processes, templates and tools.
• Coordinate communications, training and implementation tracking.
• Provide timely follow-up and administrative support as directed by PMO Manager.

Skills

Organisation

Prioritisation

Written communication

Stakeholder coordination

Excel

PowerPoint

SharePoint

Team collaboration

Education

Tertiary qualification in Business/Project Management/Engineering/Information Management

CAPM or PRINCE2 Foundation (advantageous)

Tools

Microsoft Excel

PowerPoint

Word

Outlook

Teams

SharePoint

Job description

Primary duties

The Program Support Officer supports the assigned Program’s day-to-day operations by coordinating reporting, governance forums and portfolio activities; maintaining accurate and current registers, records and controlled documents; monitoring actions, decisions, submissions and deadlines; and checking project information for completeness, consistency and currency. The role also assists with project assurance, health checks and audits, supports the implementation and adoption of PMO frameworks, processes, templates and tools, and provides reliable coordination and administrative support to the Program Manager and PMO Manager.

Key Responsibilities

PMO Coordination and Governance

• Maintain the PMO calendar, reporting timetable, governance schedule and submission deadlines.
• Coordinate governance meetings, including agendas, papers, minutes, decisions and actions.
• Track actions and decisions, follow up owners and expand overdue or blocked items.

Program Reporting and Controls

• Maintain portfolio registers for projects, milestones, risks, issues, dependencies, changes and lessons.
• Collect, check and consolidate project status information and governance packs.
• Follow up missing, inconsistent or outdated information and elaborate unresolved gaps.

Assurance and Compliance

• Coordinate evidence and logistics for health checks, assurance reviews and audits.
• Track findings and corrective actions through to closure.
• Maintain complete, traceable records that meet PMO, quality, security and contractual requirements.

Document and Information Management

• Maintain controlled Program & PMO repositories, templates, procedures and records.
• Apply naming, version control, access and archiving requirements across approved platforms.

PMO Improvement and Adoption

• Support the rollout and adoption of PMO processes, standards, templates and tools.
• Coordinate related communications, workshops, training and implementation tracking.
• Gather feedback and recommend practical improvements to PMO activities.

Stakeholder Support

• Coordinate with project teams and functions to obtain required portfolio information.
• Provide timely follow-up, escalation and administrative support as directed by the PMO Manager.

Experience

• At least two years’ experience in project, program or PMO coordination.
• Demonstrated experience supporting governance meetings, reporting cycles, actions, decisions, registers and controlled project documentation.
• Ability to collect, check and consolidate information from multiple stakeholders while maintaining accuracy, traceability and information quality.
• Strong organisation, prioritisation, follow-up and written communication skills.
• Confidence to identify incomplete submissions, follow up accountable owners and appropriately elevate overdue actions.
• Proficiency in Microsoft Excel, PowerPoint, Word, Outlook, Teams and SharePoint.
• Basic understanding of project-management concepts, including scope, schedule, cost, risk, issues, actions, changes, milestones and governance.
• Ability to work in an evolving environment where processes and systems are being developed or improved.
• Eligibility to obtain and maintain the required Australian Government security clearance.
• Experience in Defence, aerospace, engineering, manufacturing, technology or another regulated delivery environment.
• Experience supporting project-assurance reviews, audits, compliance activities or controlled records management.
• Familiarity with Microsoft Planner, Microsoft Project, Power BI, Jira or equivalent project and reporting tools.
• Tertiary qualification in Business, Project Management, Engineering, Information Management or a related discipline.
• CAPM, PRINCE2 Foundation or an equivalent foundational project-management qualification advantageous.