Transformation Specialist

Job Description:
Are you ready to use your project management, change management, and analytical skills to identify barriers, develop solutions to improve business processes, lead transformation, and drive greater efficiency? If you are a driven self-starter looking for an opportunity to work, grow, and succeed in a highly collaborative team environment, the Office of Transformation and Innovation (OTI) wants to hear from you OTI works hand in hand with client services and administrative support services departments to fulfill the mission of a culture of continuous improvement.

The Transformation Division within OTI is not just looking for a candidate but a team player. As a Transformation Specialist (Management Analyst IV), you will be an experienced business analyst and project manager, playing a pivotal role in designing, planning, managing, and coordinating process improvement and transformation-related projects across various complex agency functions. Your collaboration with internal and external stakeholders will be crucial in identifying, developing, implementing, and monitoring the effectiveness of process improvement projects. This role is an opportunity to be an integral part of a team where your contributions will be highly valued, and your ideas will be heard, leading the deployment of a continuous improvement infrastructure throughout the Health and Human Services System.

The Transformation Specialist works under minimal supervision, with extensive latitude for initiative and independent judgment, and reports to the Director of Business Transformation in the Office of Transformation and Innovation.
The ideal candidate will utilize their experience within the public sector to perform project management for critical and high-profile initiatives designed to improve the efficiency and effectiveness of the Health and Human Services System. They will perform complex, advanced operational, contract management, and policy work, including coordination and project management functions. They are flexible and adaptable and can work in ambiguous situations. They must be a team player and able to work collaboratively with and through others. In addition, the ideal candidate:
• Participates, as support, in cross-functional initiatives by fostering and facilitating agency-wide collaboration to solve complex business problems and provide an independent perspective.
• Applies best practices and innovative ideas from inception to integration to achieve sustainable solutions.
• Conducts surveys and collects data using methods such as, but not limited to, interviews, questionnaires, focus groups, market analysis surveys, and polls.
• Communicates effectively through technical requirement-gathering efforts.
• Prepares and presents data summaries and analyses, including tables, graphs, and fact sheets describing techniques and results.
• Performs after-action reviews to ensure successful outcomes and provide best practices for future projects.

This individual will utilize business process improvement practices such as process mapping, analysis, redesign, and implementation for assigned projects and work on numerous change management initiatives.

The Transformation Specialist is responsible for:
• Supporting and assisting senior-level staff with the planning, organization, and implementation of complex system-wide process improvement projects;
• Work related to the maintenance and reporting of system-wide Support Service Agreements (SSAs);
• Leading transformation related projects;
• Developing project charters;
• Creating and adhering to project timelines and milestones;
• Collecting data and generating project and progress reports;
• Conveying scope, purpose, and milestones to stakeholders;
• Interpreting legislative and fiscal requirements;
• Identifying and resolving risks and issues;
• Ensuring timely completion of quality project deliverables; and
• Communicating functional and technical information to the Director of Transformation and Engagement, division staff, internal and external stakeholders, agency leadership, and others. Essential Job Functions:
(20%) Work closely with agency team members to identify necessary information and data to support identifying, implementing, and monitoring process improvement initiatives. Document business processes, policies, and procedures throughout the organization and conduct routine and ad hoc assessments, functional reviews, evaluations, and process mapping of operational processes: document operational efficiency, strengths, weaknesses, risks, and opportunities for improvement.

(20%) Develop, plan, and coordinate the implementation of business process improvement and change management initiatives. In coordination with other OTI areas, establish measurement systems to monitor performance after implemented changes.

(15%) Apply process improvement and change management methodologies and tools to proactively identify systemic issues that impede operational efficiency and develop innovative solutions to improve efficiency, reduce bottlenecks, and streamline daily operations. Serve as support on process improvement projects involving complex business workflows and multiple stakeholders. Serve as project lead on transformation-related projects related to organizational change efforts. Work with other agencies, divisions, legislators, and stakeholders to ensure close coordination during the planning and implementation of transformation initiatives.

(15%) Compile and distribute project information status reports, high-quality letters, memoranda, analyses, presentations, and other assigned writing tasks. Develop responses to public, stakeholder, and legislative inquiries and perform legislative bill analysis as assigned. Collaborate with and conduct presentations to community and professional groups, HHS program areas, other state agencies, legislative staff, the public, and stakeholders to provide information and technical assistance and identify and resolve success impediments. Develop executive briefing documents, issue papers, and memoranda for executive decision-making.

(10%) Communicate gaps in process design and implementation to upper management and provide consultative support to various units within the overall strategic objectives of improving processes and gaining efficiencies.

(10%) Provide subject matter expertise related to project management of continuous improvement and change management initiatives and assist with staff briefings and training regarding implementation of improvement plans and process engineering maintenance plans designed to improve effectiveness. Knowledge of developing and monitoring key performance indicators. Knowledge of SharePoint administrative functions and ability to perform SharePoint site configuration related to projects.

(10%) Develop and maintain effective working relationships and communication with staff and other internal and external stakeholders. Act as a liaison to other program staff and other agencies concerning programs and initiatives managed by transformation. Coordinate executive-level meetings with agency divisions to improve communication, coordination, and business outcomes. Provide written and verbal communications to stakeholders about program, operational, and policy changes occurring within the system that affect clients or other stakeholders. Knowledge Skills Abilities:
Extensive knowledge of business process improvement practices such as process mapping, analysis, redesign, and implementation;
Knowledge of local, state, and federal laws and regulations relevant to program areas and of the principles and practices of public administration and management;
Extensive knowledge of the process approach to quality management and business process evaluation, improvement and management;
Knowledge of performance improvement and continuous quality improvement processes;
Knowledge of organizational development and management practices as they apply to the analysis and evaluation of programs or operational performance;
Skill in coordinating and collaborating across state agencies and divisions;
Skill in evaluating statutes, rules, policies, and procedures; assessing risk and developing contingency plans; and making recommendations;
Skill in communicating effectively orally and in writing and at presenting information publicly;
Skill in synthesizing, analyzing, and evaluating highly complicated and technical information and translating it into clear and concise documents or presentations;
Skill in project management methods and negotiation of projects and program initiatives;
Skill in effective oversight to include planning, development, and implementation of systems and processes;
Ability to create flowcharts, process maps, and dashboards;
Apply critical thinking to develop effective change management solutions and implement change management initiatives;
Ability to exercise sound judgment in making critical decisions;
Ability to create quality improvement-focused business or technical recommendations and manage the implementation of these recommendations;
Ability to work independently as well as lead teams through complex projects and initiatives;
Ability to analyze, plan, and establish goals as well as implement objectives;
Ability to evaluate, analyze, and make innovative recommendations for program improvements that increase efficiency or improve the customer experience;
Ability to collaborate and develop effective professional relationships with coworkers and stakeholders;
Ability to develop work plans and organize work;
Ability to prioritize time and manage multiple project deadlines;
Strong attention to detail and accuracy; Excellent verbal and written communication skills;
Demonstrated ability to perform complex operations in Microsoft Office Suite and Adobe;
Apply critical thinking to generate and assess potential solutions and to anticipate needs and problems in advance;
Ability to manage competing objectives in an ambiguous, fast-moving environment to achieve results.

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