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Job Standard for Systems and Process Improvement, Assistant Director

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How to use this Job Standard:

  1. Click “View in Google Docs/Download” and download to Word.
  2. The Job Overview, Level Scope, Minimum Qualifications and Essential Job Functions are specific to this job’s competencies and cannot be edited.
  3. For the Job Posting you may;
    1. update/change the purpose to add in department specific information, 
    2. add key responsibilities to the 35% of the time, specific to your department needs, 
    3. add a preferred qualifications section
    4. post the position using the business title

The statements on this job standard are intended to describe the general nature of the role and level of work being performed. They are not intended to represent an exhaustive list of all responsibilities, duties and skills required of the employee.

Systems & Process Improvement, Assistant Director Overview

  • Person Group: Professional
  • Job Code: 70321
  • Pay Grade: P12
  • FLSA Status: Exempt
  • Career Level: Assistant Director
  • Family: Finance & Business Operations
  • Function: Business Process & Improvement


This position is the second in command of the Office of Continuous Improvement, which handles process improvement and change management leadership for all processes related to the Controllership function, Purchasing, and Treasury.  This includes both processes internal to VPFA and those implemented by campus departments.

Level Scope

Manages a large team typically consisting of both experienced professionals and subordinate Managers. Focuses on tactical and operational plans with short to mid term focus; significant responsibility to achieve broadly stated goals through subordinate Managers. Determines objectives, directs programs, develops strategies and policies, manages human, financial, and physical resources, and functions with a high degree of autonomy. Requires broad management and leadership knowledge to lead project or program teams in one dept/job family. Proactively assesses risk to establish systems and procedures to protect organizational assets. Determines campus strategies for a program with campus wide impact.

Minimum Qualifications

Bachelor’s degree and 7 years experience or equivalent progressive professional experience including 3 years managerial experience

Knowledge, Skills, and Abilities

  • Must have the ability to utilize critical thinking skills to proactively problem solve including anticipation of issues, determination of solution or resolution, and provide appropriate communication to impacted parties.  Skill level should be commensurate with job level.
  • Must have the ability to understand complex scenarios and dissect the components in order to identify changes required and the impact of those changes.
  • Must have the ability to see conflicting perspectives of an issue and work with competing sides to form a consensus and implement a resolution.
  • Must have the ability to implement and enforce policy in a respectful and customer service oriented manner.  Skill level should be commensurate with job level.
  • Who maintains a professional attitude amidst difficult and stressful times and who demonstrates a sense of ethics while performing daily tasks.
  •  Must be able to demonstrate a willingness to be adaptable, flexible, versatile and/or tolerant in a dynamic work environment while maintaining effectiveness and efficiency
  • Behave ethically:  understand ethical behavior and business practices, and ensure that own behavior and the behavior of others is consistent with these standards and aligns with the values of the university
  • Must be able to establish and maintain positive working relationships with others, both  internally and externally, to achieve the goals of the university
  • Must be able to communicate effectively,  speak, listen and write in a clear, thorough and timely  manner using appropriate and effective communication tools and techniques.
  • Must display creativity and innovation by developing new and unique ways to improve operations of University Financial Services, associated administrative groups, and campus at large and create new opportunities
  • Must be able to lead and positively influence others to achieve results that are in the best interest of the university
  • Must be able to make decisions, assess situations to determine the importance, urgency and risk, and make clear decisions which are timely and in the best interest of the university
  • Must be able to organize by setting  priorities, develop a work schedule, monitor progress toward goals, and track details, data, information and activities

Essential Functions

Key Responsibilities

60% of Time the Systems & Process Improvement, Assistant Director must:

  • Ensure opt in functionality delivered on a quarterly basis is identified and organized for ease of use.   Ensure OCI team is engaging in continuous learning related to opt in functionality so that they can serve as consultants and provide options to customers.  Ensure customers are aware of opt in functionality options so that it can be prioritized for implementation.
  • Manage capacity of OCI team to ensure an appropriate balance of projects.  Assign new projects as appropriate.  Ensure projects (change initiatives) meet business, schedule and budget objectives.
  • Focus on the people side of change – including changes to business processes, systems and technology, job roles and organization structures and engagement with the campus community. Utilize established change management plans that minimize employee resistance and maximize employee engagement to drive faster adoption, greater ultimate utilization and higher proficiency on the changes impacting employees in the organization such that business results are achieved.
  • Take effective actions to build a strong continuous improvement team and utilize strategies to get the best out of the team and each team member.  Create and maintain a culture that strives for continuous improvement and rewards outstanding performance.
  • Clear obstacles that prevent staff from accomplishing their jobs, objectives and personal goals.  This position and department will engage in significant project management duties.
  • This position must ensure that all projects are progressing properly and communication is adequate to ensure stakeholders are aware of status, issues and any needed action on their part.

35% of Time the Systems & Process Improvement, Assistant Director

Determined by department needs

5% of Time the Systems & Process Improvement, Assistant Director

Perform other duties as assigned

Work Environment and Physical Demands

Some positions may involve frequent bending, moving, lifting, and carrying material weighing up to 50 pounds; some positions may involve moving, lifting, and carrying material weighing up to 70 pounds; standing up to eight hours each day; working in all weather conditions; exposure to high noise levels and require wearing hearing protection.

Travel Requirement

Not applicable for Systems & Process Improvement, Assistant Director

Career Path

Additional training/education or equivalent experience, as well as business need, are required for movement into higher level jobs.


Incumbent must perform the essential duties and responsibilities with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work.  Final employment offers are  contingent upon a Final Candidate’s successful completion of a Background Verification, and a determination by the University that the information derived from the Background Verification does not disqualify the individual.  In addition, a Financial History Check and Motor Vehicle Record (MVR) Check may be required.