Senior Business Operations Specialist, Community Impact Department

Foundation for California Community Colleges | Sacramento, California

Background

Join a highly creative, collaborative, and multi-faceted team working together to benefit, support, and enhance the California Community Colleges—the largest and most diverse system of higher education in the nation.

Incorporated in 1998, the Foundation for California Community Colleges (Foundation) is the official non- profit serving the California Community Colleges’ (CCC) system, Board of Governors, and the statewide Chancellor’s Office  The Community Impact division administers programs related to community outreach, student training, clean mobility projects, and the environment. The impact from these programs directly benefit colleges, students, and their communities, and prioritizes outreach to disadvantaged and low-income communities.

 

Job Purpose:

Under the guidance of the Department Directors, this position provides an exciting opportunity for an individual with a solid background in project management and system implementation and analysis to support program growth. The Senior Business Operations Specialist is responsible for providing project leadership and support within the Foundation’s expanding Smog Check Referee Program and related projects.  In particular, ownership of the successful transition and implementation of the department’s new administrative tool, provide comprehensive data and systems analysis, assess program capacity and quality assurance, and provide strategic recommendations for program improvements. The Senior Business Operations Specialist provides project management and technical support to ensure high quality, cost-effective and timely execution of initiatives within the department.

Job Summary

Essential Duties and Responsibilities:

  • Provides high level project management for Community Impact programs through design, development, implementation, and sustainability, ensuring high quality, cost-effective, and timely execution:
  • Accountable for planning of steps and resources needed to meet objectives
  • Monitors and prepares reports to ensure work is progressing to meet the deliverables on time and on or under budget
  • Solves conflicts and issues in a timely manner, escalating to manager as appropriate
  • Ensures project documents are complete, current, and stored appropriately
  • Effectively communicates relevant information to leadership
  • Ensures client expectations are met and concerns are addressed appropriately
  • Offers creative ideas and contributes to group brainstorming and critical thinking sessions.
  • Manages successful rollout and transition to new scheduling software for call center agents and referees, liaising between various internal and external stakeholders to facilitate user adoption
  • Tracks day-to-day project deliverables and milestones to ensure project goals are achieved based on stated objectives delivering within identified timeline, budget, and scope
  • Implements quality control and quality assurance measures associated with program operations, invoicing and claims processing, and ensures effective QC and QA procedures take place for multiple projects
  • Coordinates activities of the project team, including working with developers, ensuring projects meet stakeholder expectations
  • Facilitates meetings with clients and partners to effectively implement projects
  • Proactively identifies and responds to changing conditions and needs to optimize project results
  • Proactively identifies opportunities to improve current processes, workflow, and systems
  • Identifies and communicates project risks and works with the Director to anticipate and resolve issues and conflicts
  • Demonstrates initiative and creativity to develop and deliver presentations for program, leadership, partners, and vendors
  • Contributes to team effort by completing other assignments and serving on project teams as assigned and accomplishing related results as needed
  • Leads and executes project work plans and suggests enhancements as appropriate to meet requirements of Departmental programs
  • Prepares and analyzes complex system reports and data generated through the performance and activity of programs; develops strategic plans for enhancements and expansion
  • Achieves operational objectives by contributing information and recommendations to strategic plans and reviews; preparing action plans; implementing quality and customer-service standards; resolving problems; identifying trends; and determining system improvements
  • Improves program procedures and outcomes by implementing efficiencies, collecting and analyzing data, and identifying new sources of program resources
  • Serves as a primary liaison to program partners, consultants, clients, and internal Foundation departments
  • Develops recommendations for implementation and execution of program policies, procedures and training programs
  • Tracks and manages project status in project management system
  • Performs other duties as assigned

Reports To

Supervisor:        Director, Smog Check Referee Program Operations - Community Impact Program

Responsibilities

Supervisory Responsibilities:

May supervise the training, development and evaluation of staff.

Level of Supervision:

General supervision: routine duties are performed with supervision; work is reviewed at prescribed intervals.

 

Knowledge, Skills, and Abilities:

  • Knowledge of project management methodologies and techniques
  • Familiarity with systems and technology preferred, experience with products using an agile development methodology  to multiple regions or markets a plus
  • Experience in translating and syncing between waterfall and agile processes preferred
  • Excellent client management skills and the ability to work with clients and partners to develop and manage an implementation plan
  • Ability to establish goals and develop project plans with identifiable outcomes, measures, and implementation timelines 
  • Excellent organization and problem-solving skills; ability to think strategically to achieve goals
  • Ability to excel in a fast-paced environment with changing priorities and deadlines
  • Strong presentation and meeting facilitation skills with internal and external partners, to  present technical information and processes in an easy-to-understand way
  • Experience developing scopes of work, executing contracts, and managing budgets
  • Effective written communication skills and the ability to create technical specifications, project plans, and project artifacts that are easily understood
  • Experience with project management software like JIRA, Asana, MS Project, etc. a plus
  • Proficiency with Microsoft Office Suite, Google Suite and office equipment required
  • Ability to understand and follow Foundation policies and practices
  • General knowledge of California smog check and air pollution control laws and air quality improvement strategies a plus

Qualifications

Education and Experience

  • Bachelor’s Degree required
  • Minimum of 3 years progressively responsible project management experience in related field required
  • Demonstrated experience in translating customer business requirements and vision into a workable system and/or technology product
  • Strong project management; ability to prioritize tasks, efficiently manage timelines, and effectively execute projects with limited supervision and according to established deadlines
  • Experience implementing efficiency measures and recommending significant program or system enhancements
  • Demonstrated experience establishing and maintaining collaborative partnerships with stakeholders
  • Ability to solve practical problems quickly and effectively
  • Ability to adapt to quick-changing circumstances while maintaining goal-orientation
  • Must be a self-starter, quick learner, highly motivated and able to work in a fast-paced team
  • Background in air pollution control technology and regulations a plus but not required

Working Conditions and Travel

Well-lighted, heated and air-conditioned indoor office setting with adequate ventilation. May be called upon to use personal transportation to perform site visits. Occasional overnight travel by land and air may be required.

Physical Requirements

  • Ability to work at a computer workstation for periods up to 4 hours at a time and for up to 8 hours per day for up to five consecutive days
  • Ability to speak on the telephone for a total of up to 3 hours per day
  • Ability to sit for up to 3 hours without breaks
  • Ability to perform repetitive movements, such as typing, filing, and the use of commonly used office machines and supplies
  • Ability to lift and move a minimum of 20 pounds

Compensation

To be determined.

Requirements/Other

For immediate consideration, please submit a letter of interest and resume saved as Microsoft Word (.doc/.docx) or Adobe Acrobat PDF (.pdf) documents to jobs@foundationccc.org. Please include in the subject line: “Senior Technology Specialist, Community Impact, (Business Analyst)". The application process will be open until the position is filled.

The Foundation for California Community Colleges provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, veteran status, disability or genetics. In addition to federal law requirements, The Foundation for California Community Colleges complies with applicable state and local laws governing nondiscrimination in employment.

How to Apply

For immediate consideration, please submit a letter of interest and resume saved as Microsoft Word (.doc/.docx) or Adobe Acrobat PDF (.pdf) documents to jobs@foundationccc.org. Please include in the subject line: “Senior Technology Specialist, Community Impact, (Business Analyst)". The application process will be open until the position is filled.

The Foundation for California Community Colleges provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, veteran status, disability or genetics. In addition to federal law requirements, The Foundation for California Community Colleges complies with applicable state and local laws governing nondiscrimination in employment.

Foundation for California Community Colleges

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Organization: Nonprofit Organizations