Position Overview

The Faculty of Graduate Studies is currently seeking a Full-time Limited Term Process Improvement Specialist for approximately 20 months.

The Faculty of Graduate Studies (FGS) is the home faculty for approximately 7500 graduate students registered in over 70 graduate programs across the University of Calgary and is a key service and resource hub for all aspects of the graduate student experience from application to convocation. FGS works in close partnership with graduate education leaders, faculty, and staff from the teaching faculties and central student service units to deliver world-class graduate education and a positive well-rounded student experience.

In support of the Framework for Growth vision to grow the graduate student population to 10,000, and the Strong Foundations Plan focus on building strong people, processes, and systems, the aim of UCalgary’s Graduate Student Journey Transformation initiative is to enhance the end-to-end graduate student experience across all units. The FGS Process and Systems Optimization (PaSO) project is focused on transforming the common processes, workflows and technical solutions involved in managing the graduate student lifecycle to deliver an optimal experience at all stages of the student journey.

Reporting to the Manager, Graduate Student Journey Transformation, the Process Improvement Specialist has accountability for leading specific process improvement initiatives within the FGS PaSO project and collaborating on process improvements related to the broader Graduate Student Journey Transformation initiative.

The Specialist is a core member of the PaSO Project Team and will collaborate and consult with leadership and staff in all teaching faculties, the Office of the Registrar, Student Enrolment Services, and other central units.

There is a high volume of complex work, driven by constant and critical deadlines, with high institutional visibility and expectations to deliver results and report progress regularly to UCalgary’s senior leadership. The position requires excellent leadership and facilitation skills and the ability to generate alignment and provide guidance for significant change across diverse groups of stakeholders.  Some non-standard hours of work may be required.

The Process Improvement Specialist will provide leadership for process improvement related sub-initiatives within PaSO and the broader Graduate Student Journey Transformation initiative, focusing on driving solutions that streamline academic and administrative processes and workflows and reimagine how existing technology can support the student journey. They will challenge the status quo in the pursuit of process and system improvement, encouraging and leveraging contributions from diverse stakeholders, comprised of FGS and program staff and leaders, institutional partners, information technology specialists, and core project consultants.

The Specialist will guide identification, assessment, and recommendations related to new processes, process redesign, automation, and improvements for FGS graduate student journey functions as well as those that are common across graduate programs. This work includes understanding and analyzing business requirements and proposing and designing specific process improvement strategies and solutions related to automation and eliminating pain points. The Specialist will contribute to testing and implementing solutions, which may include business process changes, workflow development, modifications to existing functionality or new functionality within the PeopleSoft application and/or other software applications.

With support and direction from the Manager, Graduate Student Journey Transformation, the Specialist will have accountability for convening small working groups focused on specific process improvement initiatives. The Specialist will provide oversight for contract resources working on process improvement and ensure the core consultants leading transformation within teaching faculties are effectively supported with process improvement resources to contribute to analysis and recommendations. They will contribute to development of a prioritized road map of all improvement initiatives, and successfully deliver process improvement strategies and plans according to project milestones and deadlines.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

• Leads and facilitates multiple concurrent FGS and cross-institutional process improvement sub-initiatives to design and deliver enhancements to the graduate student journey.
• Develops relationships and builds engagement, support and buy-in for the project both within FGS and with key stakeholder groups across the institution.
• Contributes to overall project strategy and planning; collaborates with project team, core consultants, and stakeholders across FGS, graduate programs, Student Enrolment Services, information technology, and other units as required to deliver on the graduate student journey transformation roadmap.
• Convenes small working groups focused on specific process improvement initiatives. Works closely with group members on deep dives into business processes to uncover and analyze pain points, identify root causes, propose and evaluate potential options, and develop future state process and technology solutions. Challenges team members to think creatively and consider new ideas.
• Assesses potential solutions in collaboration with working group members and project leaders. Recommends appropriate solutions and the most effective routes to optimization.
• Supports other team members who are leading process improvement sub-initiatives, providing advice and recommendations as required.
• Provides oversight and supervision for contract resources working on process improvement and ensures all initiatives including those in teaching faculties are supported with process improvement expertise and resources as required.
• Works closely with the PaSO Peoplesoft Techno Functional Analyst and other technical resources to ensure solutions are designed in accordance with technical capabilities.
• Participates in the implementation, testing and approval of nontechnical and technical solutions as required, including changes to PeopleSoft Campus Solutions system and other related applications.
• Reviews implemented solutions, ensuring changes have been made correctly and respond to the needs of the organization.
• Works with Organizational Change Management (OCM) resources to support effective communication of changes to end users. Assists with developing additional documentation, training and job aids. Acts as a resource for end users as they operationalize all changes.
• Supports effective project monitoring and reporting by providing regular updates to the Project Team and leadership on status, risks, issues, and decisions related to deliverables.

Qualifications / Requirements:

• A minimum of an undergraduate degree in a related field. Master’s degree is an asset.
• 4+ years experience in business analysis and process improvement, preferably within a complex project portfolio, with responsibility for leading process improvement initiatives that work with tight deadlines and with a high standard quality of work.
• Demonstrated knowledge of the operating procedures and systems used by the University of Calgary and the Faculty of Graduate Studies, as well as knowledge and understanding of the student lifecycle and the policies, processes, and procedures of the various units within the university, connected to the graduate student journey is a significant asset.
• Leadership: Demonstrated leadership skills and communication/conflict management skills in a fast-paced, complex work environment. Must be a positive, collaborative, and supportive leader, able to organize and build consensus and alignment with others. Demonstrated ability to achieve excellence in individual performance while being a team-player focused on working with others to achieve team goals.
• Business analysis and process improvement: Proven track record leading process analysis and solution design in complex multi-partner projects, in areas such as process improvement, technology adoption, strategic change and cultural adoption. Advanced level knowledge of business analysis and solution design, including experience designing workflows and business processes. Expertise in process mapping and developing documentation and training materials. Demonstrated success in taking ownership of deliverables and meeting project deadlines. Experience in process improvement related to one or more PeopleSoft focus area modules is a significant asset.
• Change management: Must embrace change and have demonstrated success in supporting and contributing to change in a complex, results-oriented environment.
• Stakeholder engagement and relationship building: Demonstrated experience working collaboratively with business and technology partners across organizational levels with proven conflict resolution skills and experience. Ability to promote teamwork, collaboration, and partnership and build alignment and buy-in. Ability to determine appropriate stakeholders and level of decision making and communicate appropriately while recommending key points of view.
• Communication: A confident facilitator with ability to effectively communicate and present complex concepts with messaging tailored to the audience, and ability to support shared understanding between business & technology teams.
• Critical thinking and problem-solving: Demonstrated analytical abilities and experience bringing an operational perspective to solving problems with the ability to challenge the business to think creatively and consider new ideas. Able to dive deep into complex business and technology topics to uncover pain points and analyze them to identify true root causes. The ability to anticipate the short and long-term impact of decisions and take a broad approach to problem solving.
• Technical: Demonstrated ability to leverage technology to support service delivery. Advanced-level user of MS Office Suite (PowerPoint, Excel, Word, SharePoint, Teams). Strong working knowledge of technology, technical projects, databases, platforms, servers, environments, deployments, testing strategy and execution, etc. Experience with process mapping techniques and software, as well as formal training/certification in Business Analysis, Project Management, Lean Six Sigma, or other relevant domains is an asset. Knowledge of the Oracle (Peoplesoft) enterprise system and especially Campus Solutions is a significant asset.

Application Deadline:  July 22, 2022. Applications should include both a resume and cover letter.

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

Additional Information

This position is classified in the Professional Career Band, Level 3 of the Management and Professional Staff Career Framework.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website.

The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.

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