Process Improvement Director

Job Description:
The Process Improvement (PI) Director II oversees the PI unit and works under the general direction of the Director of the Center for System Coordination and Innovation, within the Office of the Chief of Staff.

The Director II position performs advanced (senior level) managerial work providing direction and guidance in strategic operations; planning, project management, organizing, implementing, and directing the overall operations for the agency plans and reports, process, and quality improvement activities. Directs development of strategic goals, initiatives and action items that align programs with agency-wide strategic goals and evaluates progress in meeting those goals. Employs a high level of judgment and decision-making relating to ensure the strategic vision and goals of the agency are met through proactive strategic guidance, direction, and planning. Aligns agency-wide strategic goals and initiatives with Health and Human Services (HHS) system-wide priorities. Directs and coordinates planning, developing and reporting progress on the agency’s five-year strategic plan that is renewed every two years in accordance with the State of Texas legislative budget cycle.

Scope of works spans to agencywide initiatives including responsibility for establishing, defining, and implementing priorities, goals, and objectives. Directs and coordinates implementation and reporting of the agency’s annual operational plan and biennial strategic plan initiatives.
Coordinates agency- and system-wide cross division collaboration to ensure strategic priorities are implemented effectively and within mandated time frames. Directs agency staff on project management, priority initiatives, program evaluation, and process or quality improvement projects. Develops presentations, researches information to identify gaps and opportunities for improvement, and proposes recommendations to agency leadership, state and federal agencies, and other stakeholders regarding agency improvement initiatives, plans and reports. Coordinates execution of the Commissioner's goals, Deputy Commissioner’s priorities, compliance with agency, state, federal regulations, and HHS administrative standards.

Establishes the PI unit as a resource for special projects and consultation services to internal and external stakeholders. Directly supervises project management specialists, management analysts, and program specialists. Plans and assigns the work of others. Works under minimal supervision, with extensive latitude for the use of initiative and independent judgment.
Essential Job Functions:
(25%) Project Management: Develops policies, procedures, and guidelines; and monitors compliance. Develops techniques for evaluating DSHS executive business functions and department activities, subject to review and approval by agency leadership. Provides guidance and support to direct reports in project management strategies and tools and in the preparation of management and productivity reports and studies. Plans, develops, and approves schedules, priorities, and standards for achieving goals; and directs evaluation activities. Works with agency leadership to develop guidelines, data collection tools, schedules, and reporting procedures for multiple major agency-wide initiatives; receives and analyzes reports on division performance on agency-wide activities; synthesizes gathered information into simple, understandable formats to support executive leadership decision-making. Provides technical guidance, consultation and recommendations to executives, management, and agency staff to improve business operations in areas such as process mapping, responsibility matrices, etc. Supervises staff that have leadership responsibility for DSHS project management activities, quality improvement initiatives, including special projects to evaluate cross-agency administrative or program business functions. As areas of needed change are identified through quality improvement activities, consults with direct reports to finalize recommendations for reporting to executive leadership. Escalates issues as appropriate to executives and management.

(25%) Planning: Directs agency activities and operational functions. Develops and establishes goals and objectives consistent with the agency’s strategic plan. Oversees the development of the agency’s long-term plan – five-year strategic plan and annual operational plan. Directs and facilitates the agency’s strategic planning process. Facilitates development of the agency’s vision, mission, and planning framework. Develops approaches to facilitate DSHS executive leadership’s strategic goals, objectives, and action items. Develops processes and tools for program leadership to track implementation of action items. Plans, organizes, directs, and reviews the operation of major DSHS executive program functions and activities, including the agency’s annual operational plan as a component of the five-year strategic plan process. Designs and implements agency-wide methodologies to gather, analyze, and report operational information for executive review and approval. Plans, develops, and approves schedules, priorities, and standards for achieving goals; and directs evaluation activities. Standardizes system guidelines, protocol and necessary training for programs and meetings. Represents the agency at business meetings, public hearings, conferences, and on panels or committees. Provides recommendations on continuous business process improvements to executive leadership and program management. Directs development of agendas and facilitation approach for quarterly executive strategy sessions that are focused on long term planning. Holds planning meeting with key executive staff to discuss content and structure to ensure executive meetings are organized and effective. Establishes submission deadlines from all divisions for content requirements. Develops process tools to support executive leadership’s strategic planning agenda and facilitates quarterly executive strategy sessions. Collaborate with the Director of Executive Operations and Support on developing agendas and facilitation approach for weekly executive team meetings that are focused on day-to-day business.

(25%) Process Improvement: Develops and implements techniques for evaluating program activities and business functions within DSHS divisions and programs; and identifies need for changes. Gathers pertinent business, financial and operations information to inform executive leadership for establishing strategic goals and objectives. Identifies gaps and opportunities for improvement and evaluates research trends and options, to recommend an appropriate course of action to executive leadership. Evaluates DSHS executive business operations, programmatic goals, and objectives to ensure compliance with HHS and DSHS rules, regulations, and policies as well as state and federal laws and regulations. Provides information and recommendations to executive leadership to implement changes as new federal and state laws, rules, regulations, and agency policies become effective. Analyzes, develops, implements, and revises system processes based on evidence-based cases and existing best practices to improve DSHS business processes. Identifies measurable tasks and standards and develops tools to monitor and ensure standards are met. Enforces quality and customer service standards, analyzing and resolving quality and customer service problems in unit. Identifies trends and recommends system improvements to executive leadership. Designs and implements workflow and productivity measures to meet organizational needs and program requirements. Reviews results of special investigations, research studies, forecasts, and modeling exercises to provide direction and guidance. Reviews and approves management, productivity, and improvement reports and studies. Prioritizes goals and objectives, directs process and quality reviews and program evaluations, and identifies best practices and areas for improvement. Makes improvement recommendations to agency leaders. With input from executive leadership, develops process and quality improvement plans with stakeholders to correct identified gaps within established timeframes and tracks implementation through progress reports. Supervises direct reports in the preparation of project management and productivity reports.

(20%) Employee Supervision and Development: Plans, assigns, and supervises the work of Process Improvement staff. Hires, manages, and develops staff through conferences, mentoring, coaching, training, professional development opportunities, and performance evaluations. Identifies the training needs of direct reports, develops work performance plans, and conducts performance evaluations annually. Works within agency constraints to provide staff with the training, tools, and information needed to carry out their responsibilities and to succeed in their work. Directs and evaluates staff and recommends appropriate personnel actions to foster a fair, honest, and equitable work environment. Evaluates and monitors unit performance and makes appropriate improvements to assure attainment of established goals and objectives. Sets priorities and provides guidance for conducting program evaluations, process or quality improvement reviews and developing agency plans and reports. Directs work assignments and provides clear direction on responsibilities and work performance expectations. Reviews and approves leave and ensures all human resource activities are in accordance with agency and system policy. Disseminates information and management decisions to staff regarding relevant departmental activities. Provides direction to staff regarding activities and operations of their functional areas. Develops, reviews, and approves budgets and major expenditures for the Process Improvement unit; and ensures that requirements of funding sources are met.

(5%) Other: Completes other duties as assigned in accordance with the direction of the DSHS Commissioner or their designee. Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency's obligations for disaster response and/or recovery. Such participation may require an alternate shift pattern assignment and/or location.
Knowledge Skills Abilities:
Knowledge of local, state, federal laws and regulations relevant to program activities and business function.
Knowledge of the principles and practices of public administration and management.
Knowledge of project management tools and strategies.
Knowledge of process improvement & quality assurance systems.
Knowledge of effective management practices.
Knowledge of public health infrastructure for local/state/federal programs.
Knowledge of data management/statistical methods.

Skill in establishing plans and setting objectives and goals that support the agency’s overall business strategy.
Skill in using logic/reasoning to identify the strengths/weaknesses of alternative solutions/conclusions/approaches to problems.
Skill in operating computers/applicable computer software.
Skill in meeting facilitation, strategic planning facilitation, and project management.
Skill in working collaboratively with diverse groups.
Skill in organizing/directing complex projects.
Skill in establishing program goals/objectives that support implementation of strategic plans.
Skill in developing/accessing policies/procedures.
Skill in formulating/assigning/supervising the work of others.
Skill in analytical and interpretive thinking.
Skill in resourcefulness and planning.
Skill in preparing presentations, reports and training in process improvement reports, strategic planning reports, quarterly progress reports, and annual operational planning reports.

Ability to direct and organize program activities and business or operational functions.
Ability to establish goals and objectives that support the strategic plan.
Ability to identify problems, evaluate alternatives, and implement effective solutions.
Ability to develop and evaluate policies and procedures.
Ability to communicate effectively.
Ability to supervise the work of others.
Ability to devote attention to detail inherent to the work such as in preparing and reviewing project plans, work schedules, project charters, matrices, issue and risk logs, quarterly and annual reports, assignment trackers, and process maps, among others.
Ability to determine a course of action in complex matters with a high degree of difficulty.
Ability to manage a business function/division/department activity.
Ability to prepare reports: concise/informative written reports.
Ability to manage competing demands/tight deadlines.
Ability to exercise sound judgement in making critical decisions.
Ability to analyze complex information.
Ability to interpret data.
Ability to organize/present information effectively, orally/in writing.
Ability to evaluate reports comprehensively/accurately.
Ability to establish and maintain effective working relationships with executives, managers, staff, and external stakeholders.
Ability to present innovative and sound project approaches, methodologies, and recommendations at executive meetings.
Ability to lead and facilitate strategic planning meetings using effective communication and group facilitation tools and methods.

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