Specialist, Organization Design and Process

2 weeks ago

Ottawa, Canada University of Ottawa Full time

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**Job Type**:
Employee

**Duration in Months** **(for fixed-term jobs):
12

**Job Family**:
Business Operations

**# of Open Positions**:
3

**Faculty/Service - Department**:
**Campus**:
Tabaret Hall

**Union Affiliation**:
N/A

**Date Posted**:
March 26, 2024

**Closing Date**:
April 15, 2024
**Note**: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above

**Hours per week**:
35

**Salary Grade**:
Non-Union Grade NC8 - 35 hrs

**Salary Range**:
$86,007.00 - $104,700.00
- **This position may be eligible for a telework arrangement. Learn more about our telework guidelines **click here**

**Position purpose**:
Reporting to the Senior Manager, Program Management, the incumbent is responsible for documenting, analyzing, and optimizing the university's structures, processes, and workflows by identifying gaps, inefficiencies, and opportunities for improvement. The incumbent will support administrative leaders and their teams in the work needed for such administrative functions to optimize their operations and maximize customer satisfaction.

**In this role, your responsibilities will include**:

- ** Mapping and Documentation**: Understand and document organizational charts, end-to-end processes, roles and responsibilities (RACIs) and service channels for priority improvement areas. Develop Service Level Agreements (SLAs) and Memorandums of Understanding (MOUs) as needed between administrative functions and their clients to monitor and optimize performance.
- ** Analysis and Evaluation**: Assess organizational structures to determine their relevance and adequacy. Determine gaps between existing capabilities and competencies with future targets and support the development of upskilling programs. Support job design, evaluations, and classification reviews.
- ** Process Review**: Review existing business processes to identify inefficiencies and areas of waste. Research and recommend industry best practices in work organization. Innovate by coming up with creative solutions to organizational problems. Promote data-driven decision making.
- ** Design & Implementation**: Design optimized ways of working to improve coordination and productivity. Implement organizational changes in collaboration with relevant teams.
- ** Technology & Automation**: Support I.T. in the introduction of technological tools to automate repetitive tasks and improve efficiency. Support I.T. in the coordination and implementation of software and systems to optimize processes.
- ** Collaboration & Training**: Collaborate with different departments to understand their needs and adapt processes. Organize training workshops to raise awareness of new ways of working among employees.
- ** Performance Measurement & Evaluation**: Track performance indicators to assess the impact of changes made. Analyze and report data to demonstrate the effectiveness of optimizations.
- ** Change Management**: Mitigate resistance to change by communicating the benefits of new methods. Facilitate strategies to ensure a smooth transition to the new structures and processes.

**What you will bring**:

- University degree in a relevant field such as business administration, engineering, organizational development, or related field.
- 5 years of demonstrated experience in organizational structure assessment and process improvement.
- Bilingualism - French and English (spoken and written).
- Ability to analyze data, interpret trends, and make process or policy recommendations.
- Exceptional communication skills to present complex information in a clear manner.
- In-depth knowledge of theories and methodologies related to organizational design.
- In-depth knowledge of lean, six sigma and continuous improvement methodologies
- Ability to collaborate with cross-functional teams and influence stakeholders.
- Keen sense of observation, attention to detail and results orientation.
- Project management experience is preferred.

**Key Competencies at uOttawa**:
Here are the required competencies for all or our employees at uOttawa:
**Planning**:Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.
**Initiative**:Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.
**Client Service Orientation**:Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.
**Teamwork and Cooperation**:Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

**Note: if this is a union position**:The hiring process will be governed by the current c

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