PMO and Staffing Administrator (Entry Level to SME) TS/SCI with Poly REQUIRED

Category: Administration

Main location: United States, Virginia, Arlington

Position ID:J0726-1991

Employment Type: Full Time

Position Description:

The PMO and Staffing Administrator provides foundational support to project managers and staffing leads. They handle project documentation, maintain staffing logs, track resource availability, and assist with meeting coordination. This role ensures daily project operations and team allocations run smoothly.

This position is located in our Arlington office; however, a hybrid working model is acceptable.

Your future duties and responsibilities:

Key Responsibilities (Entry Level)
Staffing Support: Track team capacity, update resource availability schedules, and help onboard new project team members.
Meeting Management: Schedule project and staffing meetings, prepare agendas, record minutes, and track action items.
Documentation: File project documents, update risk/issue registers, and maintain templates.
Reporting: Assist in gathering data for PMO dashboards and weekly resource utilization reports.

Key Responsibilities (Junior Level)
PMO Administration & Support
• Meeting & Event Management: Schedule project kick-offs, stakeholder reviews, and team workshops. Prepare agendas, take meeting minutes, and track action items.
• Documentation Control: Maintain risk registers, issue logs, and dependency tracking files. Ensure document version control across project management information systems.
• Reporting: Compile data for routine PMO dashboards, health checks, and project summary reports.
Staffing & Resource Management
• Resource Allocation: Track the availability, capacity, and assignments of project personnel across the portfolio.
• Onboarding & Offboarding: Assist new team members in setting up project accounts, system access, and provide orientation on PMO procedures.
• Timesheet Management: Administer systems for tracking project hours, operational costs, and project expenses.
Governance & Process Compliance
• Process Adherence: Ensure project managers and team members follow the agreed project management methodologies and frameworks.
• Communication Liaison: Act as the central point of contact for ad-hoc queries from internal and external stakeholders.

Key Responsibilities (Mid-Level)
Resource and Staffing Administration
• Capacity Planning: Maintain and analyze complex resource forecasting models across the project portfolio, identifying skill gaps, bench time, and staffing bottlenecks.
• Onboarding & Offboarding: Coordinate the end-to-end mobilization of project staff, including provisioning system access, managing project allocations, and ensuring compliance with HR and project policies.
• Timesheet & Allocation Tracking: Audit weekly timesheets, approve expense reports, and resolve cross-charge discrepancies between departments or clients.
• Vendor Management: Assist in processing vendor contracts, Statements of Work (SOWs), and purchase orders for external contractors.
PMO & Governance Support
• Portfolio Reporting: Aggregate quantitative data to generate weekly and monthly status reports, highlighting resource utilization rates and budget performance for leadership.
• Risk & Issue Management: Track portfolio-level risk registers, escalating resource constraints and cross-project dependencies to PMO leadership.
• Documentation Control: Administer the Project Management Information System (PMIS) by ensuring version control and audit readiness for all project documentation.

Key Responsibilities (Senior Level)
Strategic Portfolio Administration & Governance
• Portfolio Oversight: Administer governance frameworks across a complex matrix of concurrent, multi-million-dollar projects.
• Data Integrity: Maintain and audit the Project Management Information System (PMIS) to ensure an integrated database across all portfolios.
• Process Optimization: Champion continuous improvements of PMO methodologies based on process metrics and predictive outcomes.
• Executive Reporting: Design, deploy, and maintain advanced executive-level dashboards to provide data-driven visibility into global operations.
Enterprise Staffing & Capacity Management
• Capacity Forecasting: Develop predictive capacity models to analyze enterprise supply and demand, mapping long-term resource bottlenecks before they impact project delivery.
• Demand & Resource Allocation: Coordinate global resource allocation based on specialized skill sets, budget constraints, and strategic business priorities.
• Skill Matrix Governance: Design and maintain strategic skill-mapping frameworks to identify talent gaps, track certifications, and optimize utilization rates.
Financial Tracking & Risk Analytics
• Financial Controls: Administer financial governance across budgets, including tracking actuals versus forecasts, accrual integrations, and variance analyses.
• Portfolio Risk: Monitor cross-project dependencies and shared-resource constraints, ensuring the systematic application of risk mitigation strategies.

Key Responsibilities (SME Level)
Strategic Staffing & Capacity Management
• Oversee enterprise-wide resource allocation, mapping core competencies to critical strategic deliverables across the portfolio.
• Analyze complex, multi-project capacity planning matrices to prevent bottlenecks, resource overbooking, and cross-departmental conflicts.
• Manage end-to-end talent deployment, including the onboarding and tracking of both internal FTEs and external/contractor labor.
Enterprise Portfolio & Project Governance (PMO)
• Enforce rigorous governance frameworks by auditing active projects for compliance against organizational methodologies (Agile, Waterfall, or Hybrid).
• Administer the phase-gate approval process, ensuring rigorous documentation control for all project charters, business cases, and scope changes.
• Maintain and audit centralized risk, issue, and dependency registers, proactively identifying systemic threats to the portfolio.
Financial & Vendor Administration
• Review, process, and reconcile complex financial documents, including budget forecasting, purchase requisitions, change orders, and timecards.
• Collaborate with Finance and Procurement teams to track capital and operational expenditures (CapEx/OpEx) against approved baselines.
• Maintain tracking logs for funding milestones, third-party vendor contracts, and compliance reporting deadlines.
Reporting, Systems, & Stakeholder Engagement
• Synthesize disparate data into actionable, executive-level dashboards and portfolio status packs.
• Manage Project Portfolio Management (PPM) system administration, user access, and data governance.
• Act as the primary escalation point for PMO tool-related inquiries and system errors prior to IT intervention.

Required qualifications to be successful in this role:

All roles require an active TS/SCI with Poly

Entry Level:
• Education:
o High School Diploma/GED with 4 years of relevant experience,
o Associates Degree with 2 years of relevant experience,
o or Bachelor's Degree with 0 years of relevant experience
• Skills: Strong organizational skills and proficiency in Microsoft Office, specifically Excel or Google Sheets.
• Communication: Clear verbal and written communication skills to interact with team members and management.
• Detail-Oriented: Ability to maintain accurate data and multitask in a fast-paced environment.

Junior Level:
• Education:
o High School Diploma/GED with 6 years of relevant experience,
o Associates Degree with 4 years of relevant experience,
o Bachelor's Degree with 2 years of relevant experience,
o or Masters Degree with 0 years of relevant experience
• Tools: Proficiency in Microsoft Office Suite (especially Excel and PowerPoint). Familiarity with project management software like Microsoft Project, Jira, Asana, or Smartsheet.
• Soft Skills: Strong organizational skills, keen attention to detail, and the ability to handle confidential staffing information with discretion.

Mid-Level:
• Education:
o High School Diploma/GED with 8 years of relevant experience,
o Associates Degree with 6 years of relevant experience,
o Bachelor's Degree with 4 years of relevant experience,
o or Masters Degree with 2 years of relevant experience,
o or PhD with 0 years of relevant experience
• Technical Skills: Advanced proficiency in resource management tools (e.g., Clarizen, Smartsheet) and data analytics/BI platforms. Advanced knowledge of Microsoft Excel (VLOOKUPs, pivot tables, macros) is essential.
• Soft Skills: High emotional intelligence to negotiate staffing needs with competing Project Managers, meticulous attention to detail, and the ability to operate independently in high-pressure environments.

Senior Level:
• Education:
o High School Diploma/GED with 10 years of relevant experience,
o Associates Degree with 8 years of relevant experience,
o Bachelor's Degree with 6 years of relevant experience,
o or Masters Degree with 4 years of relevant experience,
o or PhD with 2 years of relevant experience
• Technical Acumen: Advanced proficiency in portfolio management tools and reporting suites (e.g., MS Project, Power BI, Jira, or Dynamics 365).
• Certifications: Project Management Professional (PMP) or Certified Associate in Project Management (CAPM) is highly desirable.

SME Level:
• Education:
o High School Diploma/GED with 12 years of relevant experience,
o Associates Degree with 10 years of relevant experience,
o Bachelor's Degree with 8 years of relevant experience,
o or Masters Degree with 6 years of relevant experience,
o or PhD with 4 years of relevant experience
• Technical Acumen: High-level proficiency with Project Portfolio Management (PPM) tools (e.g., Jira Align, Planview, ServiceNow) and advanced ERPs (e.g., Oracle, SAP). Advanced MS Excel (VBA, PivotTables) required.
• Competencies: Exceptional problem-solving skills, stakeholder management, and the ability to maintain discretion and confidentiality when handling staffing data.

CGI is required by law in some jurisdictions to include a reasonable estimate of the compensation range for this role. The determination of this range includes various factors not limited to skill set, level, experience, relevant training, and licensure and certifications. To support the ability to reward for merit-based performance, CGI typically does not hire individuals at or near the top of the range for their role. Compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current range for this role in the U.S. is $89,600.00 - $204,000.00.

CGI Federal's benefits are offered to eligible professionals on their first day of employment to include:
. Competitive compensation
. Comprehensive insurance options
. Matching contributions through the 401(k) plan and the share purchase plan
. Paid time off for vacation, holidays, and sick time
. Paid parental leave
. Learning opportunities and tuition assistance
. Wellness and Well-being programs

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