Job: Business Process Administrator Candidate Pool: Financial Services Department

This posting has expired and is no longer available.

Job Description

Ref: NHO-665, NHO-745 (BUSPRO)

BASIC FUNCTION:  Under minimal supervision, the Business Process Administrator (BPA) is responsible for establishing and maintaining support systems, procedures, and processes for Oakland Unified School District. Provide expertise through coordinating improvement activities with staff; performing technical activities, e.g., root cause analytics; and providing just-in-time coaching and training to team members. The role may also lead small sub-teams within the project/program. The BPA will ensure that methodologies, frameworks, and tools are current and will participate in efforts to build process management capability in OUSD. Maintain confidentiality of all personnel matters; some duties will involve access to confidential information concerning employer-employee relations. This role interacts with functional process improvement teams and IT.

REPRESENTATIVE DUTIES: (Incumbents may perform any combination of the essential functions shown below. This position description is not intended to be an exhaustive list of all duties, knowledge, or abilities associated with this classification, but is intended to reflect the principal job elements accurately.)

ESSENTIAL FUNCTIONS

Systems Design, Analysis and Improvement

  • Collaborate with OUSD staff to provide business solutions, and consult with OUSD management to address a broad range of issues related to the effectiveness and efficiency of the OUSD’s work systems and organizations.  This includes, but is not limited to:
    • process improvement,
    • work systems,
    • staff and resource utilizations and requirements,
    • performance measurement and management,
    • organization,
    • benchmarking,
    • operations research-based optimization,
    • value analysis, and
    • economic analysis of various resource allocation options (e.g. allocation levels, outsourcing, contracting).
  • Lead the review of existing policies and processes to assure adherence; seek opportunities to increase productivity, reduce costs and improve customer satisfaction by improving processes where necessary.
  • Leverage research-based process improvement tools and techniques (e.g., Six Sigma) to design, develop, document, and assist in implementing standard processes.
  • Create, document, and manage the District’s workflow models, including the value creation architecture, to assist management with resource/strategic planning in a fluid operational environment.
  • Define, design, and implement continuous improvement programs to ensure programs are integrated vertically and horizontally across organization.
  • Analyze data and workflow to identify areas of opportunities and possible solutions for achieving increased productivity or efficiency.
  • Analyze planned improvement programs and potential results to assist management in making informed decisions.
  • Identify, assess and recommend technology related to business process improvement.
  • Advocate use of standard approaches to process design and improvement projects as well as advancements and apply new tools as appropriate when new processes are create or current ones are planned for improvement.

Process Design, Implementation and Improvement

  • Quantify impact of process and policy changes in conjunction with the process improvement team and monitor results to help ensure results align with projections.
  • Create tools to monitor, assess and improve/redesign business processes to increase quality and efficiency.
  • Document and update changes to processes, policies, and procedures to ensure proper documentation and/or compliance requirements have been met.
  • Define, plan, lead and/or execute process improvement projects as instructed.
  • Plan and conduct group process work sessions to identify process gaps.
  • Create and provide methodologies and tools to document business processes appropriate to meet OUSD objectives.
  • Collaborate with diverse stakeholders to establish and document current procedures and desired results.
  • Develop productivity and cost rubric and standards to help ensure operational process improvement project results in productivity increase and decreased costs.
  • Facilitate decision making sessions to develop and formalize process, policy and procedure improvements.
  • Develop presentations and other methods to explain new process recommendations.
  • Communicate process improvement analysis and provide input/recommendation to District leadership so informed decisions and resource allocation can be made.
  • Communicate process related changes to stakeholders to help ensure process outputs are as intended.
  • Complete regular visits to field operations to evaluate process performance, solicit input, and provide two-way communication and feedback.
  • Ensure the on-time preparation and submission of all organization reports, metrics, plans, etc… in coordination with the responsible departments and process owners.
  • Provide process improvement technical expertise and training to process improvement team members.
  • Remain current with the latest research, technologies and tools related to business process management and educate organization on process management best practices, trends, and resources.
  • Perform related duties as assigned.

MINIMUM QUALIFICATIONS

TRAINING, EDUCATION AND EXPERIENCE: 

  • A Master’s degree from an accredited college or university in Business, Finance, Accounting, MIS/CIS or related fields and 6 years of experience in business-related and/or information systems related field.
  • Six Sigma Black Belt certification preferred
  • Experience leading Six Sigma process improvement teams is preferred
  • Experience in data, financial, information systems or statistical analysis
  • Proficiency in Visio, ARIS or other process mapping tools 
  • Software development; must be able to program at least one object-orient programming language (Visual Basics, C#, C++, Matlab, Java etc…)
  • Database development; must be able to model data, create and manage a database (Access, MySQL, Oracle 10/11g etc…)
  • Advanced user of MS Office products, especially Excel

LICENSES AND OTHER REQUIREMENTS:

  • Valid California Department of Education Chief Business Officials Certificate preferred
  • Valid California Driver’s License
  • Employment eligibility will include fingerprints, tuberculosis and/or other employment clearance

KNOWLEDGE AND ABILITIES

KNOWLEDGE OF:

  • Process management, process design, and continuous improvement concepts, methodologies, and tools
  • Process improvement related methodologies, e.g., Lean, Kaizen
  • Enterprise Resource Planning Software (ERP)
  • Business process management, process improvement methods/tools and improving the human performance system
  • Business operations
  • Budgeting and forecasting techniques
  • Diverse academic, socio-economic, cultural, ethnic, and disability backgrounds of District students
  • Correct English usage, grammar, spelling, vocabulary and punctuation
  • Computer software, hardware, and related technology

ABILITY TO:

  • Lead and complete process design initiatives with impact on business performance (financial and operational)
  • Provide process leadership on multiple full cycle process improvement projects
  • Lead discussions with customers to gather and document business and technical requirements
  • Configure and test applications based on gathered business and technical requirements
  • Define critical performance metrics
  • Review proposed projects; define or refine parameters and objectives of work
  • Select most suitable study technique(s)/methodologies to accomplish desired objectives
  • Act as a change agent to instill process improvement culture (e.g., Lean Six Sigma) throughout the District
  • Conduct analysis of all information and data to arrive at findings and develop recommendations
  • Generate reports, and if necessary, make presentations to communicate study findings and make recommendations
  • Oversee collection of necessary data and execution of proper technical methodologies
  • Influence project sponsors and project managers in establishing priorities for process improvement roadmaps
  • Determine and implement appropriate metrics to monitor process performance
  • Create tools for staff to use in Excel or other enterprise systems
  • Model data, create process/workflow models
  • Develop algorithms to solve business problems
  • Create computer programs to solve/speed-up resolution of business problems
  • Communicate effectively in English orally and in writing
  • Establish and maintain effective working relationships with others
  • Meet schedules and timelines
  • Present professional development programs and techniques
  • Operate personal computer, related software, and other office equipment

WORKING CONDITIONS

ENVIRONMENT:

Office environment and diverse school site environments; driving a vehicle to conduct work; fast-paced work; constant interruptions

PHYSICAL REQUIREMENTS:

Consistent mental alertness; sitting or standing for extended periods of time; lifting, carrying, pushing, and pulling objects up to 30 pounds, occasionally 30+ pounds; bending and twisting at the waist, reaching overhead, above the shoulders and horizontally; dexterity of both hands and fingers while performing duties; seeing to read, write and use the computer; hearing and speaking to exchange information, in person or on the telephone, and make presentations.

NON-DISCRIMINATION POLICY:

The Oakland Unified School District does not discriminate in any program, activity, or in employment on the basis of actual or perceived race, religion, color, national origin, ancestry, age, marital status, pregnancy, physical or mental disability, medical condition, genetic information, veteran status, gender, sex, or sexual orientation.

 


Primary Location: Financial Services

Shift Type: Full-Time

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Applications will be accepted
Wednesday, May 17, 2017 12:00 AM  -
Friday, September 15, 2017 11:59 PM
(Pacific Standard Time)