Full-Time Administrative Support and Business Process Manager
Job Description
HCAI’s mission is to expand equitable access to quality, affordable health care for all Californians through resilient facilities, actionable information, and the health workforce each community needs.
The Administrative Support and Business Process Manager is responsible for leading the administrative support functions of the Office of Health Workforce Development (OHWD) and serves as the business process manager for critical business systems, including Microsoft Dynamics and budgeting and accounting systems. As a key member of OHWD’s Executive Team, the incumbent advises the Deputy Director on all operational and administrative matters.
The incumbent ensures effective and efficient delivery of administrative services through oversight of the Operations Section and in close partnership with HCAI’s Office of Administrative Services. The incumbent plans, organizes and directs the activities of section staff engaged in human resources, training, accounting, budgeting, travel, business services, contracts, procurement, business process improvement, policy development/management, communications, and information technology. The incumbent formulates, implements, and evaluates administrative and business process policies and procedures, and applies administrative expertise to identify potential enhancements to OHWD’s systems or policies.
The incumbent will work closely with HCAI’s Chief Information Officer (CIO) and OHWD’s Section Chiefs to ensure all electronic grant systems operate properly, updates are implemented timely and system enhancements are incorporated as needed. The incumbent is the product owner and is responsible for streamlining the execution of program priorities while maintaining the conceptual and technical integrity of the program features or components for the team.
The position will also oversee policy and grants sections responsible for the design and execution of OHWD programs, and in this capacity will work closely with OHWD’s Deputy Director and Assistant Deputy Director.
How to Apply
Examination Information The examination process will consist of a thorough evaluation of the applicants complete application package. SOQ questions are listed below under Desirable Qualifications. The SOQ is a narrative discussion addressing each of the questions listed in the Desirable Qualifications section of how your education, training, experience, and skills qualify you for the position. The SOQ serves as documentation of each candidate's ability to present information clearly and concisely in writing. Applications without the SOQ will be eliminated from the examination. A complete application package that does not conform to these instructions/requirements will be given a disqualifying score.- SOQ must be typed and limited to three pages, in font not smaller than size 12.
- Please answer each numbered item separately and indicate the corresponding item number for each response, do not consolidate responses.
- Be specific with your responses and provide specific examples. Note: there may be multiple parts to each factor.
- Please indicate your official job title/classification and total years' experience performing each of the activities.
- Describe your administrative or managerial leadership experience planning, organizing, and directing complex/critical statewide program operations or administrative program support functions, and how you ensured that all functions were completed efficiently, effectively, and appropriately. Provide examples of your experience in leadership, supervision, and management accountability.
- Describe your administrative or managerial leadership experience serving as a subject matter expert for automation projects and information systems enhancements including application development lifecycle, user-centered design principles, and project management practices. Provide examples of your experience and describe any impacts the automation projects had on the organization.
- Describe your administrative or managerial leadership experience in successfully implementing strategic planning and performance measures, policy development, leadership, and management accountability to increase program performance. Provide examples that demonstrate your ability to formulate goals and objectives effectively aligned with a department's strategic plan and implement action plans for teams to achieve stated goals and objectives. Please include any resulting outcomes.
- Describe your administrative or managerial leadership experience as a principal advisor to executive management, state control agencies, public boards and committees, the Legislature, the Governor's Office, the California Health and Human Services Agency, or other state, federal, and local government agencies. Describe your experience as a leader and motivator, using tact and influence to achieve results. Provide examples of any related initiatives or issues you have managed with resulting outcomes.
- Describe your administrative or managerial leadership experience in making sound decisions on sensitive and complex mission critical matters as it relates to policy, program, fiscal, and operational issues. Provide examples that demonstrate how you evaluated programmatic and operational issues, considered overall implications using techniques for organizing and motivating groups, and transformed them into programmatic policies.
- Describe your administrative or managerial experience bringing together individuals and organizations with diverse perspectives to develop policy and strategy, including experience working with public bodies. Describe the types of stakeholders and organizations you have worked with, how you worked with them, and outcomes of your activities.
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