Continuous Improvement Program Manager

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The University is in a time of change, both internally and externally. This has created many pressures on the administrative functions, not only for the Finance and Operations organization (VPFO), but also for the entire university to adapt, accommodate, and evolve. We continue to utilize our strategic plan as the framework for a portfolio-wide blueprint to better integrate our departments and teams, maximize our recent investments in technology, and find additional savings to address our financial pressures. This role will support the integration of the VPFO and its goals to be more efficient and effective through Operational Excellence. The Continuous Improvement/Program Manager leads the planning and development of major cross functional business transformation and operational excellence initiatives to alter and improve the way UBC's faculties and administrative units operate through the implementation of systems, structures, processes, and software. The Continuous Improvement/Program Manager also provides strategic insight for operational efficiencies and builds business cases to support continuous improvement initiatives throughout all areas of the University. They are responsible for leading and managing the entire project lifecycle, i.e. from initiating, planning, execution, to monitoring & controlling, and closing. They assemble project teams, prepare and manage budget, logistics, procurement, direct project work, perform quality assurance, manage stakeholders, risk, communication, and change management to ensure successful implementation of projects and business improvements. Collaborating closely with the Strategic and Operations Performance Senior Director, the Continuous Improvement/Program Manager has the primary responsibility in leading continuous improvement initiatives that will transform the operations of UBC faculties and administrative units. Organizational Status Reports to the Strategic and Operations Performance Senior Director. The position liaises with campus departments and users, and is responsible for ongoing interaction with and reporting to, internal organizations such as UBC Central Finance, Central HR, IT, external consultants, faculty, staff and students. The nature of project management requires that numerous resource people, including staff, consultants, and contractors report to the Program Manager. As the complexity of projects vary the cost and number of resources vary. Work Performed Leads project planning, provides solutions, develops and executes identified goals, priorities, and objectives for the assigned area, from inception through completion, in keeping with the strategic directions set by the VPFO senior leadership. Leads the development of strategic initiatives and transformative programs that are complex in scope, impact, and diversity of stakeholders with significant long-term importance and consequence to the entire UBC Leads feasibility studies and business case development that are presented to Senior Leadership and Administrative Heads to recommend continuous improvement initiatives. Identifies potential income, savings, or cost avoidance achieved from the initiative, as well project and service running costs such as staff, consultants, travel, tools and license fees, and calculate net financial savings, payback, return on investment, and the internal rate of return achieved via the continuous improvement initiative over a period of time. Engage with senior stakeholders across UBC's faculties and units to strategically identify areas of improvement and opportunities to reduce waste and inefficiencies. As there are many competing projects in an organization as large and complex as UBC, manage the prioritization process to ensure that we are doing the right work, in addition to doing the work right, by ensuring that : • The project aligns with UBC’s strategic goals. • A business case has been developed to confirm funding is secured for the project. • Impacted operations are also properly funded and aligned with UBC’s goals. • A project manager is assigned to the project. • An operations manager is assigned to sustain operations after project delivery. • Communication to stakeholders is properly planned. • Change management is considered as part of the project. • Provides leadership and analytical insights in shaping and fostering continuous improvement, and innovation. • Identifies opportunities and linkages between strategic goals and improvement initiatives in order to adjust goals to maximize potential for the departments in terms of additional income, savings, or cost avoidance. • Directs, manages, and completes special projects as appropriate. Supervises project teams with indirect reporting lines via the power of positive influence, not direct authority. Communication of strategy throughout the organization and project is required to achieve transparency, including project governance, steering committees, senior leadership, project team, and other key stakeholders. Ensures that the project team are equipped with appropriate tools and training to perform effectively. • Manages all aspects of project budgeting including estimates, tracking variance, and implementing course corrections to achieve cost effective projects. • Develops and executes strategies to handle impacts, risks, and interdependencies with other university-wide initiatives. • Regularly leads cross functional, cross-discipline project teams, internal and external departments, regulatory groups, and consultants, with the goal of providing reliable business solutions for faculties, units, and departments. • Manages large groups of stakeholders and subject matter experts from various organizational levels to assign, direct, and manage work on projects. • Allocates and balances internal and external resources to projects according to project plans, resources and budget availability to properly address constraints and manage risk that may arise due to scope change, funding availability, deadline, regulatory or legal compliance, and change management needs. • Balances workload, provides guidance and work direction to project team, including review of project efforts and removal of roadblocks which may inhibit project success • Assesses variances from the project plans, develops and implements changes as necessary to ensure that the project remains within specified scope and is within time, cost, and quality objectives. • Maintains project logs and documentation for all the phases of a project. • Maintains appropriate professional designations and up-to-date knowledge of current Project Management and Continuous Improvement techniques and tools. • Collaborates with the Operational Excellence Knowledge Transfer Manager to track the entire portfolio of initiatives being delivered as part of the Yellow Belt and Green Belt Lean Six Sigma trainings delivered by Sauder School of Business, as well as report on progress and celebrate their success. • Partners with the Operational Excellence Business Intelligence team when support is required for data extraction and reporting. • Performs all other duties as required. Supervision Received Works under the supervision of the Senior Director, Operational Excellence and in accordance with established mandates of achievements of executive goals. Supervision Given Provides direction and guidance to UBC staff and consultants /contractors to ensure that projects and improvement initiatives are completed successfully. Monitors progress of projects and leads activities to ensure that deadlines are met. Minimum Qualifications Undergraduate degree in a relevant discipline. Master’s degree preferred. Minimum of eight years of related experience, or the equivalent combination of education and experience. • Willingness to respect diverse perspectives, including perspectives in conflict with one’s own. • Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion. Preferred Qualifications • Eligibility for membership in a professional Institute or Association. Degree in Business Administration is preferred. Professional designation in Project Management, Six Sigma, Lean or equivalent Continuous Improvement designation. Experience in related project management experience including experience with business transformation, Lean Six Sigma or the equivalent combination of education and experience. Proven track record of initiating and completing successful projects and continuous improvements. Experience in developing feasibility studies, business cases. Experience in assessing needs, developing plans, organizing, managing, monitoring, completing, and evaluating projects and business improvements within allocated time, budget and resources. Effectively assesses, strategizes and manages change. • Strong interpersonal skills with the ability to resolve conflicts at all levels. • Exceptional facilitation skills to achieve appropriate outcomes. • Excellent verbal and written communication skills. • Ability to maintain accuracy and attention to detail and effectively manage multiple tasks and priorities. • Ability to work in a team environment, either as a team leader or member. Advanced MS PowerPoint and Excel skills • Demonstrated decision making skills in circumstances of ambiguity, uncertainty, and pressures • Accountability to deliver defined results within budget and schedule. • Exceptional collaboration skills to engage and develop robust solutions • Demonstrated problem solving skills