Process Specialist (PTS)

Work Schedule:15-20 hours per week on average, with the potential to decrease to 6 hours per week based on organizational needs. Primarily remote, with occasional hybrid work as required. 

OVERVIEW

Associated Students, Inc. employs student-focused professionals with equity-mindsets. Established in 1963, ASI is a non-profit corporation guided by a student board and managed by full-time professional staff.  ASI is considered a part of the Cal Poly Pomona Division of Student Affairs with a dashed reporting line to Administrative Affairs. ASI serves the entire campus population, including over 27,000 students, by providing opportunities for student engagement, student employment, and a multitude of programs and services such as recreation and wellness, student union and activities, student government, and childcare. ASI operational support areas include human resources, financial services, information technology, facilities management, and marketing.  ASI is engaged in the work of being a learning organization. Currently, the guiding ideas of the organization are “under construction” as the team re-imagines its vision, mission, and core values. ASI is looking for dynamic team members who value team learning, co-creation, and adaptability to best serve the needs of our students. 

As an evolving learning organization, ASI is human-centered and strives to live its values of care and growth. The purpose of ASI is to transform lives, and its vision will be co-developed through the teamwork of staff. With a commitment to learning, continuous improvement, and innovation, ASI is looking for a dynamic team member who supports team learning, co-creation, radical candor, psychological safety, growth mindset, and lives out equity, diversity, and inclusion practices. 

POSITION DEFINITION

Under the general supervision of the Organizational Development Project Coordinator, the Process Specialist helps with the human-centered process creation, development, modeling, analysis, and optimization for the organization and department-level needs. The Process Specialist position aids in the information gathering, process-mapping, flow-charting, problem identification and analysis, improvement, and implementation of friendly end-user experiences recommendation. This position requires specialized knowledge through prior relevant experience and coursework as well as moderate independent judgement and decision-making. This position is designed for an upper-level undergraduate or graduate student with coursework or experience in process development and improvement.

ESSENTIAL DUTIES 

• Assists coordinator with human-centered process initiatives and timely project management 
• Gathers information through stakeholder engagement for process mapping and flow-charting
• Conduct lean analysis to streamline workflows, minimize waste, and improve quality to provide a value-added end-user experience
• Utilizes continuous improvement process methods to conduct root cause analysis to identify contributing and foundational problems 
• Assists with digitization of workflows and standard operating procedures and protocols for departments, as needed
• Assists in the coordination of department standard operating procedures and workflows to support organizational process system
• Evaluate internal workflows and identify areas of improvement to make continuous improvement recommendations
• Recommend process optimization, prepare reports, and deliver presentations to support recommendations
• Effectively utilizes and optimizes department and enterprise process improvement tools & develops standard operating procedures and training for broader staff process improvement
• Assists with the logistics and implementation of the enterprise process improvement projects
• Utilizes quantifiable measures to evaluate the success of process improvement pilots and initiatives 
• Establishes, maintains, processes, and/or updates files, records, and other documents
• Maintains open communication with all staff and key stakeholders
• Safeguards all data sensitive or otherwise 
• Attend all ASI trainings, meetings, and workshops, as required
• Approaches work with growth mindset and seeks new and creative ways to accomplish goals
• Maintains a high standard of service and support for ASI team members

ADDITIONAL RESPONSIBILITIES

• Performs other related duties, as assigned

QUALIFICATIONS

• At least one year of experience in utilizing process development and continuous improvement skills or course credit in (or currently enrolled in) one of the following:
  • TOM 4010 Quality Management, or
  • TOM 3010 Operations Management, or
  • TOM 3010 or TOM 4010 equivalence, or
  • Lean Six Sigma Yellow belt certification or higher
• Working knowledge of Lean Six Sigma, Continuous Improvement, or Improvement Science methodologies/ practices
• Demonstrated effective communication, analytical, and technical skills with the ability to provide timely recommendations for improvement 
• Experience using mapping and flowchart software, preferred
• High functioning knowledge of Microsoft Teams, Word, Excel, and PowerPoint
• Experience working with culturally diverse populations
• Ability to participate as a positive team player
• Strong organizational, and communication skills
• Demonstrated ability to collaborate, form partnerships, and work effectively as a member of a goal-oriented team
• Ability to make independent decisions and recommendations
• Ability to adhere to work rules, follow directions, use time effectively and work productively without close supervision
• Ability to follow routine and non-routine verbal and written instructions
• Ability to communicate clearly and concisely, both orally and in writing
• Ability to analyze and solve problems, draw valid conclusions, and develop alternate recommendations
• Ability to satisfactorily complete a background check (including a criminal records check)
• Due to the complexity of the role, preference will be given to candidates who can commit to the position for at least one year.

POSITION SENSITIVITY 

Based on the duties and responsibilities of this position, this position has been designated to be a sensitive position with access to sensitive data.  A background check (including a criminal records check) must be completed satisfactorily before any candidate can begin employment with Associated Students, Inc., Cal Poly Pomona. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current ASI employees who apply for this position. 

BACKGROUND CHECK 

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with Associated Students, Inc., Cal Poly Pomona. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current ASI employees who apply for this position. 

EMPLOYMENT ELIGIBILITY 

Employment with ASI is open to any Cal Poly Pomona student who is eligible to work and has the legal right to work in the United States. In addition, student employees must be currently enrolled in a minimum of 6.0 units (undergraduate) and 4.0 units (graduate), international student employees must be enrolled in a minimum of 12.0 units (undergraduate) and 6.0 units (graduate) at the end of the add-drop period. Student employees are required to have a minimum overall and Cal Poly Pomona GPA of 2.0 and be in good academic standing with the University. Individuals enrolled only in Extended University are not eligible for hire. Exceptions to the unit load requirement are allowed during the summer term and for students who have applied for graduation for the current term. 

WORK ENVIRONMENT

While performing the duties of this job, the employee is frequently required to sit, talk, and hear; manual dexterity, eye-hand coordination, and verbal communication; use of office equipment: telephones, calculator, copier and fax. Must be able to walk, stand, bend, and lift up to 45 pounds.  

MANDATED REPORTING REQUIREMENT 

In compliance with the California Child Abuse and Neglect Reporting Act (CANRA) and the CSU Executive Order 1083, each ASI employee is designated as a mandated reporter and is required to sign an Acknowledgment of Mandated Reporter Status and Legal Duty to Report Child Abuse and Neglect.  

SYSTEMWIDE SMOKE AND TOBACCO FREE ENVIRONMENT EO 1108:  

Cal Poly Pomona is a smoke and tobacco-free campus. Please refer to the link below for policy information. http://www.calstate.edu/EO/EO-1108.html 

COVID-19 VACCINATION

CSU, along with Associated Students Inc., strongly recommends all staff who are physically accessing campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose. See policy at https://calstate.policystat.com/policy/11030468/latest