JOB SUMMARY
The Director of IT and Business Process Improvement leads the Operations Team and reports to the Chief Financial & Chief Administrative Officer (CFO/CAO). The roles of Operations Manager and Receptionist / Office Administrator report directly to the Director of IT and Business Process Improvement. The position is responsible for designing, building and implementing business processes as well as for operational excellence of the organization through a cross-functional structure. This includes optimizing the Foundation’s business processes, information technology and systems, as well as ensuring operational support to the Foundation’s Function and Cross-Function Teams. The Director of IT and Business Process Improvement provides leadership, training and guidance to team members throughout the Foundation in order for the team to remain up-to-date, and effectively utilize, the latest business process and IT advancements.
This role is critical to the Community Foundation’s mission of connecting people, ideas and resources to improve lives in Western New York and our vision of a vibrant and inclusive Greater Buffalo region with opportunity for all.
AREAS OF KEY RESPONSIBILITIES:
Operations Function:
The Director of IT and Business Process Improvement oversees the Foundation’s Operations function. This function is critical to the strategic design, implementation and monitoring of policies, procedures and workflows of the Foundation. The Director of IT and Business Process Improvement oversees the effectiveness and efficiency of the business systems which allow the Foundation’s teams to implement the organization’s strategy. The Operations function is also responsible for providing the Foundation’s Function and Project Teams with the resources, infrastructure and support needed to perform their roles in a proficient and optimized manner. The Director of IT and Business Process Improvement systematically provides ongoing monitoring of all of the Foundation’s operating policies and procedures to ensure they are functioning as designed.
The Director of IT and Business Process Improvement also oversees administrative and facilities functions to ensure they are well-organized and provide for consistent operations. This includes oversight of services provided to the Foundation through vendors and consultants to ensure optimal levels of service and in a cost-effective manner.
Business Process Management:
The Director of IT and Business Process Improvement has responsibility to design, implement and monitor the Foundation’s business processes in a collaborative manner through cross-function teams. The business processes include developing, documenting and implementing policies and procedures throughout the Foundation. The Director of IT and Business Process Improvement also develops training programs in order to ensure personnel are thoroughly familiar with all policies and procedures. The specific responsibilities include:
- Evaluating the existing business processes including gathering and analyzing requirements, outlining and prioritizing business process improvements, and coordinating and overseeing business process improvement strategies in a cross-functional manner with internal stakeholders
- Championing change management initiatives in a systematic manner
- Analyzing and monitoring implemented changes to business processes and making adjustments as needed
- Guiding function and cross-function team members as necessary
- Training personnel on all business processes
- Performing ongoing analyses on business processes related to productivity, quality, costs, and time management
- Presenting progress reports and integrating feedback
- Revising and documenting policies and procedures.
Information and Technology Systems:
The Director of IT and Business Process Improvement oversees the information and technology systems for the Foundation. The Director of IT and Business Process Improvement has responsibility to design, implement and monitor the Foundation’s IT processes. The IT processes include developing, documenting and implementing IT policies throughout the Foundation. The Director of IT and Business Process Improvement also develops individualized training programs in order to ensure all Foundation personnel develop deep expertise with the tools and applications necessary to perform their roles. As part of this responsibility the duties include:
- Ensure software and systems are in place, having deep knowledge of software and systems, to support Foundation Team Members in using the various software platforms.
- Implement and oversee a learning management system accessible to all Foundation personnel
- Develop training programs for all Foundation personnel in order for team members to be experts with IT systems and applications. This includes ongoing assessments and testing of personnel to ensure team members reach and maintain high levels of proficiency.
- Collaborate with the executive team to identify the best ways IT can assist in achieving the Foundation’s business goals and objectives
- Identifies new IT developments and technologies while anticipating the resulting necessary organizational modifications
- Works with the CFO/CAO, IT consultants, technology providers and Foundation Team Members to proactively research, implement and regularly review technology solutions that increase productivity and accomplish organizational needs and objectives in an efficient and effective manner. This includes ensuring the integrity of data used and maintained by the Foundation’s various information systems.
- Serves as the liaison to the external IT consultant. Provides direction to IT consultants.
- Oversees the preparation, implementation and monitoring of an Information and Technology budgets in consultation with the CFO/CAO.
- Proactively collaborate with software vendors, and other Foundation Team Members, in optimizing the functionality of the various software platforms used by the Foundation, including but not limited to the following areas:
- Ensuring software updates occur as needed and that they are handled appropriately;
- Exploring options for possible modifications to the software to better meet the Foundation’s needs, contacts and works with vendor’s technical support professionals to troubleshoot issues when then occur;
- Monitoring, reviewing and staying current with the various available training resources that vendors offer;
- Being timely and effective in implementing available training resources to Foundation Team Members to ensure functionality and proficiency in using these software platforms.
- Works with the CFO/CAO, IT consultant, technology providers and Foundation Team Members to ensure that processes, training, methodologies, procedures, and tools are in place that will prevent, detect, document and counter threats to digital and non-digital information in a manner so that the Foundation’s information is kept protected, confidential and available.
- Ensures policies and procedures are in place that will allow for effective data and information management across the entire Foundation.
Operations Team Management:
The Director of IT and Business Process Improvement fosters collaboration within the Foundation’s Operations Team. The Operations team includes the Operations Manager and Receptionist / Office Administrator, who each report directly to the Director of IT and Business Process Improvement. Other members of the Operations Team are the In-House Counsel and the CFO/CAO.
This function is essential to the design and implementation of operational policies, procedures and workflows of the Foundation. The Director of IT and Business Process Improvement oversees the effectiveness and efficiency of the operational systems which allow the Foundation’s teams to implement the Foundation’s strategy. Additionally, the Director assesses the Operations Team to ensure the team is operating most effectively to support team members, the operational processes and the resources available within the Foundation.
Risk Management:
The Director of IT and Business Process Improvement is an important member of the Foundation’s cross functional risk management team. The mitigation of risk throughout the Foundation is an essential responsibility of the Director of IT and Business Process Improvement. The oversight and minimization of risk is accomplished through various risk assessments and the reduction of exposure through gap analysis and the Foundation’s control environment. The risk gaps identified are mitigated through various methods, and especially through the effective design and implementation of effective business processes. A critical aspect of the mitigation of risk also includes the implementation and oversight of IT security protocols and controls.
Facilities:
Through the Operations Team, the Director of IT and Business Process Improvement:
- Ensures that the Foundation’s workspace is meeting the needs of the Foundation Team Members and is suitable for the various community partners that also use the Foundation’s workspace
- Ensures that office equipment is well maintained, operating effectively and procedures are in place to ensure Foundation Team Members are proficient at using office equipment
- Serves as liaison with building management on workspace maintenance and renovation issues
Additional responsibilities as assigned.
QUALIFICATIONS
- Minimum education: Bachelor’s degree. Preferred education: Advanced degree in related or complementary field, including, MBA, CPA, Management Information Systems (MIS)
- Certifications or experience in Lean Six Sigma, Project Management Professional are a plus
- Ten years or more of progressively responsible experience in a majority of the areas and responsibilities noted above
- At least five years’ experience in business process management in a related industry
- Extensive computer proficiency in all Microsoft components along with excellent technology and computer presentation skills including the ability to apply software knowledge
- Demonstrated experience with other software applications
- Proficiency in business management software
- Exceptional capabilities in recordkeeping, time management and organizational skills
- Previous experience with managing consultants
- Proven project management experience, including the ability to prioritize and deliver multiple projects within tight deadlines
- Strong interpersonal skills and demonstrated ability to establish and maintain effective relationships with persons of diverse backgrounds
- Exceptional experience in communicating in a persuasive, credible manner, both in person and through digital platforms, as well as in writing and prepared presentations
ABOUT THE FOUNDATION:
The Foundation is a public charity dedicated to helping clients make the most of their generosity. Our mission is connecting people, ideas and resources to improve lives in Western New York. For over 100 years the Foundation has managed endowment funds for individuals, families and organizations. The Foundation has a very clear vision: A vibrant and inclusive Greater Buffalo region with opportunity for all.
APPLICATION PROCEDURE
Community foundations are designed to grow and evolve as our community’s needs change, and new positions are regularly created as a result. As the Community Foundation for Greater Buffalo continues to grow, we’re looking for talented people who want to use their abilities to make a lasting difference. If that is you, then please send a cover letter explaining your interest in this position and what you would bring to the Community Foundation for Greater Buffalo.
Send cover letter and resume as a single Word or PDF document via email to: Jobs@CFGB.org. Please submit response electronically via email. However, response may also be received by U.S. Postal Service if an electronic medium is not available. No calls please.
Application deadline: Open until filled. We thank all candidates for their interest; however, only those selected for an interview will be contacted. The Community Foundation for Greater Buffalo is an equal opportunity employer that values diversity, practices inclusion and works to advance equity.