Ref. 9270
Position must be posted for a minimum of 10 days.TITLE:
Director, Program Improvement
REPORTS TO:
Assigned Supervisor
DEPARTMENT:
As Assigned
CLASSIFICATION:
Classified Management
FLSA:
Exempt
WORK YEAR/HOURS:
261 days/7.5 hours or duty days and hours as assigned
ISSUED:
Created: October 2015
Revised: June 2022
SALARY GRADE:
ADCL 18
The successful candidate must be comfortable leading and coordinating the development of systems for lead remediation and heat mitigation, directing key initiatives, using evolving data sets to guide actions, and implementing process improvements to support the Facilities Master Plan's lead remediation efforts and the development of a comprehensive, long-term heat mitigation plan. This role requires strong project management skills, clear communication with the public and Board of Education, and meaningful engagement with school communities to guide priorities and support implementation.
BASIC FUNCTION: Collaborate with the Executive Director of Systems and Services in planning, organizing, and directing designated strategic activities as well as providing project management oversight in support of the mission and vision of the Division and the District. The Director provides operational assistance by managing special projects and leading key initiatives, resolving complex issues that require executive leadership and direction, supporting the deliverables of the Systems and Services Leadership Team, and ensuring expectations and deadlines are clearly communicated to staff. The Director serves as an advisor, decision-maker and problem solver for the Systems and Services team to ensure issues needing attention are addressed in a timely manner, with the ultimate goal of establishing, maintaining, and improving systems, procedures, and processes, and establishing a culture of organizational excellence, focused on quality services to school sites that have clear metrics for success across all operational divisions. The Director must maintain confidentiality of all personnel matters; some duties will involve access to confidential information concerning employer-employee relations.
REPRESENTATIVE DUTIES: Incumbent 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 are intended to accurately reflect the principal job elements.
ESSENTIAL FUNCTIONS: Project Management - Develop and monitor projects within the Operations Division; advise the Systems and Services team on project progress, potential issues, obstacles, conflicts and/or challenges.
- Collaborate with project teams to review project success and areas of improvement for future projects and services.
- Lead and take overall responsibility for planning, organizing, and directing long- and short-term special projects which potentially span across Operations Division's functional areas and the District.
- Collaborate with Division leadership to determine which policies, practices and procedures impacting departmental success should be prioritized for engagement, review and updated/changed.
- Assist in the development of procedures, policies, record-keeping and duties related to overall management and administration of projects as required:
- Develop critical path or project flow diagrams to evaluate progress on tasks.
- Establish and communicate project schedules and milestones.
- Ensure designated projects produce required deliverables as proposed within specified constraints.
- Direct the preparation and maintenance of a variety of narrative and statistical reports, records and files.
- Provide direction, coordination and support of special projects related to the financial planning, budgeting process, and expenditure reporting as required for internal management of Operations for conformance to District financial policies and procedures.
- Coordinate special projects on behalf of the Systems and Services team, which will frequently involve members of the Superintendent's Leadership Team.
Process Improvement - Collaborate with employees at all levels of the Organization, as well as across all school sites and divisions, on objectives and assessing the current processes performed within and among functional areas.
- Provide process improvement technical expertise and training to process improvement team members.
- Analyze data and workflow to identify areas of opportunities and possible solutions for achieving increased productivity or efficiency.
- Participate in principal and departmental feedback structures to inform progress improvement strategies that align to district mission, vision and strategic plan.
- Ensure that all operational departments and strategic departments have clear dashboards used to progress monitor departmental goals and service standards.
- Analyze planned improvement programs and potential results to assist management in making informed decisions.
- Identify, assess and recommend technology related to business process improvement.
- Champion the need and benefit by utilizing a structured approach to business process improvement.
Communication - Ensure ongoing monitoring of projects and provide updates on progress of projects to stakeholders - reports will include progress updates, problems, proposed solutions and whether the project is on schedule.
- Synthesize, translate and communicate complex topics and issues (including District policies and programs) to a wide range of audiences.
- Develop and continuously enhance an integrated communications network within and between units, other divisions in the District and the community to support an effective work environment; communicate Board policies, objectives and service innovations to District staff and the community; facilitate the dissemination of information about, and the utilization of services provided by the District.
Strategic Planning and Division Leadership - Coordinate the development and implementation of strategic initiatives throughout the District for the Operations Division.
- Manage strategic planning processes, and the delivery of projects and outcomes as assigned.
- Collaborate with the Systems and Services team in strategic planning, policy development and problem resolution of complex issues and needs.
- Assist the Systems and Services team and Division leadership in identifying significant change opportunities via data collection, analysis and evaluation; and opportunities to support core business objectives by challenging conventional thinking and applying a customer-focused approach across processes.
- Convene, facilitate, and/or serve on committees, task forces and ad hoc groups as necessary to coordinate functions for assigned areas of responsibility.
- Develop collaborative service delivery methods, teams and organizational structure in the context of increased effectiveness; encourage effective new practices and methods; assure coordination of divisional activities with other units and designated priorities; provide status reports on progress of priorities; contribute to Operations Division improvement efforts.
- Manage the agenda for the management team and all Operations Division staff, including off-site retreats, and ensure communication and coordination between teams as efficient as possible.
- Actively engage Division staff in support of the Department and District's mission to improve student achievement.
- Ensure staff assigned to projects are competent for the role they are undertaking and provide management to staff as required; monitor the performance of project team members so optimum service and value is realized; develop project objectives for the team, monitor performance and provide guidance as required.
- Develop project and communications plans, including priority deliverables, milestones, decision points owners and resource/budget requirements.
- Manage data through coordination of new technology to help facilitate the reporting and decision-making process.
- Develop presentations and other methods to explain new process recommendations.
- Document and update changes to processes, policies, and procedures to ensure proper documentation and/or compliance requirements have been met.
General Duties - Operate strategically across the District to identify barriers that impede attainment of goals and objectives.
- Serve as a member and work closely with the Systems and Services team to facilitate communication and ensure implementation of stated objectives in a timely and efficient manner.
- Plan and manage meetings for the Systems and Services team to include tracking, monitoring and follow-up on progress of projects, actions items, and strategies that emanate from the Systems and Services team and other executive teams; prepare agendas, develop memos, communication and correspondence; identify meeting participants; collect, prepare and distribute appropriate briefing materials; initiate subsequent follow-up meetings and communication for key stakeholders as directed; identify issues for discussion.
- Serve as strategic liaison between the Systems and Services team and department heads, school administrators, employee organizations, other school Districts, public agencies and the community as directed.
- Assume responsibility for the efficient and proper operation of the Operations Division.
- Understand Board policies and procedures necessary to ensure appropriate protocols are understood and followed; direct and oversee the preparation of drafts of needed policies and administrative procedures.
- Develop and maintain positive working relationships with all stakeholders, including schools.
- Perform other related duties as assigned.
QUALIFICATIONS: The District determines whether a candidate is qualified based on fulfillment of prerequisites, relevant work experience, ability to perform the essential functions, reference checks, effective interpersonal and communication skills demonstrated by interview performance and/or writing samples, and achievement on performance-based assessments (if applicable) that demonstrate the candidate possesses the requisite knowledge, skills and abilities. Meeting prerequisites only satisfies the initial screening process and does not indicate the candidate is qualified to perform the essential functions of the position.
KNOWLEDGE OF: - Project management principles and methodologies
- Organizational development & organizational change management principles and practices
- Applicable federal, state, and District codes, regulations, policies and procedures governing work scope
- Planning, organization and coordination needed for assigned program
- Diverse academic, socio-economic, cultural, ethnic, and disability backgrounds of District students and staff
- Interpersonal skills using tact, patience and courtesy
- Correct English usage, grammar, spelling, vocabulary and punctuation
- Computer software, hardware, and related technology
ABILITIY TO: - Coordinate and supervise special projects, and consultant studies
- Accurately analyze situations and problems relating to projects, identify alternative solutions, project consequences of proposed actions, and implement an effective course of action in accordance with general policy and pertinent codes and regulations
- Explain complex problems and solutions in clear, concise and compelling ways
- Maintain confidentiality at all times
- Understand and interpret District policies and procedures; be able to incorporate them into practice and explain them to others
- Design, develop and implement broad strategic initiatives and work plans and evaluate their outcomes
- Facilitate discussion and learning activities towards a clear end
- Establish and maintain effective working relationships with others of diverse backgrounds, experience, and personalities
- Motivate and support adults to transform their practices
- Serve as resource to District administrators and facilitate communication throughout the District
- Set goals, work independently and drive results
- Produce high quality work, including strong attention to detail
- Manage multiple assignments, priorities, and projects in a demanding environment
- Adapt to feedback and focused on continuous improvement
- Communicate effectively in English orally and in writing
- Finish work on timely basis
- Communicate effectively with other departments and school sites
- Learn new software applications and assist sites in using Operations Division tools
- Work as an integral member of a team
- Operate personal computer, related software, and other office equipment
PREREQUISITES: - Bachelor's Degree from an accredited college or university in Business Administration, Operations or related discipline
- A Master's Degree in Business Administration, Operations or related field
- Experience implementing successful process improvement projects preferred.
- Five (5) years experience in project management or closely related field - Experience should include project management techniques and tools, group organization, communications, material preparation, task management, and cost and benefit financial analysis
- Knowledge of both theoretical and practical aspects of project management preferred
- Experience in organizing and supervising cross-functional teams to manage and deliver large-scale projects, to handle diverse needs of stakeholders, and to collect data/information and create necessary information to manage the workflow in the Operations Division
- Possess leadership skills in facilitating group processes, including consensus building and conflict resolution
- Advanced written, verbal and listening skills; excellent organization skills
- Advanced skills in presentation development and delivery
- Demonstrated o
