IT Portfolio Analyst

University of Chicago Medicine; United States; Hybrid; USD 95,000 - 125,000; Full time

Job summary

University of Chicago Medicine is seeking an IT Portfolio Analyst to support the IT Business Office. The role emphasizes portfolio analytics, reporting, and governance using ServiceNow PPM, with a primary work-from-home arrangement and occasional onsite requirements in the Chicagoland area.

You will build custom reports and dashboards, track capacity and demand, support executive decision-making, and maintain the PMO playbook and SharePoint resources as a power user of the platform.

Qualifications

• Bachelor's degree in business administration, information systems, project management, or equivalent professional experience
• 3-5 years in project/portfolio and resource management within IT or healthcare
• Hands-on ServiceNow experience including PPM module and resource/demand management
• Ability to build custom reports and dashboards in ServiceNow (Report Designer, Performance Analytics)
• Strong financial analysis skills: variance analysis, forecasting, vendor contracts
• Advanced Excel skills: formulas, pivot tables, cross-tab aggregation
• Excellent written and verbal communication with executive reporting experience
• Experience with portfolio management tools like ServiceNow for reporting and governance
• Proficient in Microsoft Office tools: Excel, Outlook, PowerPoint, SharePoint, Project, Word

Responsibilities

• Track incoming project requests in ServiceNow and support intake processes
• Monitor project timelines, staffing plans, and resource demand against capacity with clean data
• Track resource allocation and capacity across IT teams and identify over/under-utilization
• Build and maintain resource allocation reports in ServiceNow and troubleshoot data quality issues
• Provide portfolio analysis and executive-ready reports for decision making
• Serve as day-to-day administrator and power user for ServiceNow PPM
• Design and maintain custom ServiceNow reports, dashboards, and analytics for leadership visibility
• Maintain and audit the PMO Playbook, training resources, and PMO templates
• Support ServiceNow upgrades with thorough testing
• Serve as SharePoint Site Administrator for the IT PMO

Skills

ServiceNow

PPM

Advanced Excel

Report building

Data analysis

Stakeholder communication

Education

Bachelor's degree in Business Administration or Information Systems

Tools

ServiceNow PPM

SharePoint

PowerPoint

Excel

Outlook

Project

Word

Job description

Join a world class academic medical center, UChicago Medicine, as an IT Portfolio Analyst for our IT Business Office.

This position will be primarily a work from home opportunity with the requirement to come onsite as needed. You will need to be based in the greater Chicagoland area.

The IT Portfolio Analyst supports project intake, resource management, portfolio analytics, and portfolio governance. ServiceNow Project Portfolio Management (PPM) is the primary working environment for tracking demand, capacity, and resource allocation across IT initiatives. The Analyst is responsible for building and maintaining custom reports, dashboards, and views that IT leadership uses to make decisions. This role also analyzes vendor spend, budget-to-actual performance, and expense forecasting. The IT Portfolio Analyst will have strong portfolio and financial analysis skills, experience supporting and presenting to executives, and excellent relationship management skills.

Essential Job Functions

• Support portfolio leaders with tracking of incoming project requests in ServiceNow
• Partner with program and project managers to monitor project timelines, staffing plans, and resource demand against available capacity; support intake and prioritization discussions with clean, current data
• Track resource allocation and capacity across IT teams - confirmed/allocated hours by resource, plan, department, and manager - identifying over-allocation, under-utilization, and capacity gaps before they become delivery risks
• Build and maintain resource allocation reporting (e.g., allocation-vs-actual, burn-down, utilization by group/manager) directly in ServiceNow, and troubleshoot report logic and data quality issues as the platform evolves
• Provide analysis on the portfolio to be used in decision making, create reports in ServiceNow to be used by management to track the status of their portfolios
• Serve as the day-to-day administrator and power user for ServiceNow Project Portfolio Management (PPM), the system of record for IT demand, projects, programs, portfolios, and resource plans
• Design, build, and maintain custom ServiceNow reports, dashboards, and performance analytics (e.g., ServiceNow Performance Analytics / Reporting, custom list views, scheduled reports) that give IT leadership visibility into portfolio status, resource capacity, and delivery risk.
• Maintain and improve the IT project and demand portfolio in ServiceNow PPM, ensuring project, program, and resource data is accurate, current, and audit ready.
• Understand ServiceNow data tables and dependencies to maintain accurate reporting and dashboards
• Understand and support all integration points and capabilities between ServiceNow and other systems
• Support ServiceNow upgrades using thorough testing
• Maintain the PMO Playbook, PM training resources, and associated templates to support good PM practices, in partnership with IT PMO Director
• Serve as SharePoint Site Administrator for the IT PMO

Required Qualifications

• Bachelor's degree in business administration, Information Systems, Project Management, or equivalent professional experience
• Minimum of 3 - 5 years of experience in a combination of project/portfolio and resource management functions, ideally within IT or healthcare
• Hands-on experience with ServiceNow, including the Project Portfolio Management (PPM) module and resource/demand management
• Demonstrated ability to build custom reports and dashboards in ServiceNow (e.g., Report Designer, Performance Analytics, list/filter-based views)
• Strong financial analysis skills: variance analysis, forecasting, and vendor contract comprehension
• Advanced Excel skills: formula-driven modeling, pivot tables, cross-tab aggregation.
• High attention to detail and a bias toward disciplined, auditable, well-documented work - this role supports executive reporting, not only ad hoc analysis
• Demonstrated project portfolio management skills (project intake, resource, demand planning, budget management)
• Hands-on experience using Portfolio Management tools like ServiceNow for portfolio management, resource management, project status reporting, portfolio reporting, etc.
• Ability to organize and present project portfolio reports, proposals and related portfolio data
• Strong interpersonal and negotiation skills with focus on collaboration, team building and customer service
• Excellent relationship management building and skill set
• Excellent written and verbal communication skills, with the ability to translate financial and portfolio detail into clear, executive-ready summaries
• Proficiency with Microsoft tools: Excel, Outlook, Power Point, SharePoint, Project, Word
• Independent problem-solver. Sort through issues and conduct comparative analysis of multiple solutions (i.e. skilled in problem analysis; pays very close attention to detail)
• Able to work in a team environment or independently
• Excellent listening and organizational skills with emphasis on detail and follow-through
• ServiceNow certification (e.g.,