Operations Design Analyst

SUMMARY OF POSITION 

Under direct supervision of the Chief of Strategic Alignment and in collaboration with other team members, the Operations Design Analyst (ODA) supports the Department of Strategic Alignment’s objectives, and contributes to the development and documentation of Agency-wide systems and processes to enhance operational efficiencies and effectiveness in pursuit of its strategic goals. The ODA is principally responsible for the analysis, documentation, and production of visual graphics (flow charts, critical pathways, etc.) and text descriptions of work processes across all departments at SunLine Transit Agency (“Agency”). The incumbent assists with development and production of organization policies, procedures and standard operating procedures (SOP) to ensure uniform and consistent application of work processes within and across departments, and the Agency as a whole. The ODA also supports the development and implementation of the Agency’s expansive training and development initiatives and goals including, but not limited to, the career ladders, career enhancement and development programs, succession planning, mentor and apprenticeship programs, etc. 

AGENCY CORE COMPETENCIES

In the performance of their respective tasks and duties, all employees are expected to conform to the following: 

Perform quality work within deadlines with or without direct supervision. 

Effectively communicate verbally and in writing.

Competency using the Microsoft Suite of products, as well as other graphics and utilities programs.

Interact professionally with other employees, customers and vendors.

Work effectively as a team member.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Workflow analysis and documentation: Assess, analyze and review current business processes, document current work processes in both graphic (e.g., flow charts) and written content (policies and procedures, SOPs, etc.) to promote consistent, uniform and standardized approach to performing work tasks and activities; review resulting documentation with stakeholders and develop recommendations for improvement to streamline processes and increase efficiency and effectiveness. Document and assist departments with implementing final work product, as well as review and update as needed. Research and analyze industry best practices and  how those practices can be applied to enhance and improve Agency operations and outcomes. 
2. Assist with training, development, career enhancement/advancement and succession planning: Assist with the development, documentation and implementation of employee training and development initiative, to include, but not limited to creating templates to support the initiative, career ladders, curriculum review, development and delivery formats, competency rating scales and formats, recordkeeping, etc. Support the integration of Performance Management into the process for employee development.  
3. Support the development and implementation of the Agency’s Mentor and Apprenticeship programs for transit operators and maintenance staff. Create, edit and update templates and documents and formats, such as program organizational charts, training formats and documentation, completion certificates, etc., that support the Agency’s staff development, educational and career-advancement goals. Participate in tracking and documenting mentor/apprentice initial and continuing eligibility according to the established criteria. Develop and maintain project management formats and content. Update plan in accordance with pending and completed activities. Monitor plan and identify items for escalation to ensure established timelines are met. 
4. Gather, collate and produce documentation regarding the status of Agency strategic goals: Establish and maintain the schedule for submissions of  periodic progress reports from Goal Team Owners regarding the achievement of Agency strategic goals. Incorporate into and update executive summaries and Board reports with current status.
5. Administrative Activities and Functions: Attend project and administrative meetings as needed. Record minutes to ensure discussions, content, agreements, assignments, outcomes, etc., are properly documented. Maintain files and records as needed. Produce periodic reports as needed to communicate the Agency’s achievement of its objectives and strategic goals. Perform other clerical and administrative tasks as requested. 
6. Stay abreast of proposed laws, regulations and other governmental actions that may impact Agency Operations. Analyze content and develop executive summaries outlining the potential impact on Agency operations and strategic initiatives. 
7. Perform other assignments, duties, tasks and functions as requested by management. 

SUPERVISION RECEIVED/EXERCISED

Receives direct supervision from the Chief of Strategic Alignment or designee.

QUALIFICATIONS

Knowledge of: 

1. Demonstrated competency in the broad application of general administrative skills, use of graphics software (i.e., Visio, Canva, etc.), problem-solving, customer service, etc.

Ability to:

1. Think systematically, on both a macro and micro level, with a focus on outcome. Think differently; emphasize and apply creativity and innovation in the performance of all duties and tasks associated with the role. 
2. Communicate effectively with all levels within the organization in both written and oral formats. 
3. Work effectively and adapt to a changing and dynamic environment, quickly assimilate and apply information, prioritize and reprioritize tasks as needed, establish work process and flow to ensure projects and tasks are completed in a timely manner; critical thinking and attention to detail is essential.
4. Effectively perform duties and tasks independently and within a team environment to achieve results. Use and manage available time and resources to prioritize tasks and meet established deadlines.
5. Collaborate effectively with other staff and consultant, contractors or vendors at all levels of the Agency.
6. Think critically, problem solve, and use sound judgement in decision-making.
7. Research, analyze and create an appropriate recommendations on how to use new, novel or emerging ideas or technology to improve the ability to perform work and produce better outcomes.

Qualifications:

• Education: Bachelor degree in Business or Public Administration, Industrial/Organizational Psychology or other behavioral sciences, Organization Management, Engineering, Education or similar/related fields. 
• Experience: At least two years’ experience as a business, research, data, project or statistical analyst or similar job functions preferred. 
• Additional Skills and Competencies: The qualified candidate will have demonstrated competency using the full suite of Microsoft Office products, as well as design software such as Canva, Visio or similar software to produce graphic representations of flow charts, critical pathways, etc., knowledge and functional understanding of organizational structures and procedures, ability to work independently and in a team-based environment, possess creative and critical-thinking skills, as well as superior written and verbal communication skills. 
• The Agency reserves the right to consider candidates who do not meet the minimum educational qualifications, but do have considerable experience working in a similar capacity for either a private or public organization.