Process Improvement Coordinator - Ambulatory Care

Job Description:

Process Improvement Coordinator - Ambulatory Care

Description

Description

PLEASE READ THIS BULLETIN CAREFULLY AS IT CONTAINS IMPORTANT INFORMATION ON THE POSITION AND THE RECRUITMENT PROCESS

WHAT WE OFFER
The County of Ventura offers an attractive compensation and benefits package. In addition to the salary of approximately $94,952.15 to $132,946.07 annually an employee within this position will also be eligible for the following:

• Educational Incentive - An educational incentive of 2.5% for completion of an associate's degree, 3.5% for completion of a bachelor's degree, OR 5% for completion of a graduate's degree not required for the position.
• Bilingual Incentive - Incumbents may also be eligible for bilingual incentive depending upon operational needs and certification skills.
• Annual Leave - 208 hours per year, increasing to 288 hours after 5 years of service.
• Annual Leave Redemption - The ability to "cash in" or redeem up to 100 hours of Annual Leave per year after using 80 hours in the preceding twelve months.
• Deferred Compensation -Eligible to participate in the County's 401(k) Shared Savings Plan and/or the Section 457 Plan. This position is eligible for up to a 3% match on your 401(k) contributions.
• Health Plans - Full time employees are afforded a flexible credit allowance for purchasing medical, dental, and/or vision insurance from a group of authorized plans: For Plan Year 2025 Tier one for employee only is $509 per biweekly pay period, tier two for employee plus one is $779 per biweekly pay period and tier three for employee plus family is $983 per biweekly pay period.
• Flexible Spending Accounts - Choice of participation in the Flexible Spending Accounts which increase spending power through reimbursement of pre-tax dollars for IRS approved dependent care and health care expenses.
• Pension Plan - Both the County and employees contribute to the County's Retirement Plan and to Social Security. If eligible, reciprocity may be established with other public retirement systems, such as PERS.
• Holidays - 12 paid days per year which includes a scheduled floating holiday.

VENTURA COUNTY
Ventura County is located on California’s “Gold Coast,” approximately 35 miles northwest of Los Angeles and 20 miles southeast of Santa Barbara. Residents enjoy rolling hills and sweeping ocean views in a nearly perfect Mediterranean climate. The beauty and weather combined with a wonderful quality of life are among the many reasons our residents choose to call Ventura County “home.”

Ventura County is a “general law” county, governed by a five-member, elected-by-district Board of Supervisors. The Supervisors appoint a County Executive Officer (CEO) to oversee the County budget, day-to-day operations, and to advise, assist, and act as an agent for the Board of Supervisors in all matters under the Board’s jurisdiction. It focuses on providing excellent services to its residents by promoting engagement, strategy, execution and accountability to include diversity, equity, and inclusion initiatives to ensure that all employees are treated with respect and without discrimination, and to improve culturally appropriate outcomes for community members.

THE AGENCY
The Health Care Agency oversees a wide variety of divisions, doing extraordinary things, and where employees continually strive for excellence and innovation. Ultimately the agency's goal is to be the health system of choice for the community and physicians in Ventura County. Commitment to valuing the diversity of all persons and to being respectful and inclusive of everyone is facilitated by engaging and educating the community, to improve the overall health of everyone in our county.

THE DEPARTMENT
Ambulatory Care is a system of primary care and specialty care medical clinics conveniently located throughout the County of Ventura. In keeping with the mission of the Ventura County Health Care Agency, our team of dedicated physicians, nurses and other health care professionals seek to set the standard in health care excellence.

THE POSITION

Under general direction, the Process Improvement Coordinator plans, organizes, coordinates and directs the continuous improvement of Ambulatory Care clinics to optimize efficiency and patient experience by improving operations. This position confers with Ambulatory Care management on the design of tools and implementation of methods to organize and measure progress.

PAYROLL TITLE

Senior Program Administrator

The Senior Program Administrator is a management classification and is not eligible for overtime compensation.

TENTATIVE SCHEDULE
OPENING DATE: May 27, 2025
CLOSING DATE: Continuous

Examples Of Duties

Duties may include, but are not limited to the following:

• Plans, organizes, coordinates, and directs the activities of ambulatory clinic process and continuous improvement activities to optimize clinic efficiency, patient safety and experience;
• Confers with Ambulatory Care management on policy matters and work problems; supports creation and maintenance of operation policies, procedures and standard work processes;
• Designs operational systems and ensures conformance in daily operation; designs tools, and implements methods to monitor, facilitate, document, track, organize and measure progress;
• Compiles and analyzes statistical data to improve operations, identify program needs, change service delivery methods and ensure adoption of processes;
• Coordinates staff engagement, training, and feedback to ensure successful system changes within Ambulatory Care;
• Develops and implements data gathering techniques in collaboration with stakeholders to identify and prioritize opportunities for continuous improvement;
• Leads meetings and facilitates training and adoption of Lean Six Sigma activities and processes;
• Monitors patient experience and safety data in high-risk areas to support process improvements;
• Other related duties as required.

Typical Qualifications

These are entrance requirements to the examination process and assure neither continuance in the process nor placement on an eligible list.

EDUCATION, TRAINING, and EXPERIENCE

Considerable administrative support experience within a medical clinic environment coupled with considerable experience which demonstrates possession of and competency with process improvement techniques and project management.

NECESSARY SPECIAL REQUIREMENTS
Possession of and the ability to maintain a California drive license.

Knowledge of:

• Ambulatory clinic operations including front and back-office workflows
  
• Lean Six Sigma and root cause analysis

Skill in:

• Project management including managing multiple projects simultaneously and meeting deadlines
• Microsoft Office Suite including Word and advanced proficiency with Excel
• Electronic healthcare record systems
• Analytics and problem solving

NOTE: The ability to communicate effectively in writing must be demonstrated in the completion of the employment application and supplemental questionnaire.

DESIRED

Experience with Cerner
Lean Six Sigma Black Belt Certification

Knowledge, Skills, and Abilities:
Working knowledge of: the principles and techniques of process improvement, such as Lean Six Sigma methodologies and root cause analysis; project management techniques; ambulatory clinic operations, including front and back-office workflows; data analysis tools, such as Power BI or Tableau; operations systems design, including tools and implementation methods to monitor, facilitate, document, track, organize and measure progress.

Skilled in: working collaboratively with cross-functional teams; project management including managing multiple projects simultaneously and meeting deadlines; Microsoft Office Suite including Word and advanced Excel; electronic healthcare record systems, preferably Cerner; analytics and problems solving.

Ability to: facilitate and conduct meetings and presentations; understand, interpret, create and apply policies, procedures and standard work processes; communicate effectively in writing and orally.

Recruitment Process

FINAL FILING DATE

This is a continuous recruitment and may close at any time; therefore, apply as soon as possible if you are interested in it. Your application must be received by County of Ventura Human Resources in Ventura, California, no later than 5:00 p.m. on the closing date.

FIRST REVIEW of applications will commence on or around June 2, 2025.

To apply on-line, please refer to our web site at www.ventura.org/jobs. A paper application can be obtained by calling (805) 654-5129. Our address is County of Ventura Human Resources Division, 800 South Victoria Avenue, L-1970, Ventura, CA 93009.

Note to Applicants: Sufficient information must be provided under the Education/Work Experience portions of the application and supplemental questionnaire to thoroughly and accurately demonstrate your qualifications to determine eligibility. A resume may be attached to supplement your responses in the above sections; however, it may not be submitted in lieu of the application.

NOTE: If presently permanently employed in another "merit" or "civil service" public agency/entity in the same or substantively similar position as is advertised, and if appointed to that position by successful performance in a "merit" or "civil service" style examination, then appointment by "Lateral Transfer" may be possible. If interested, please click here (Download PDF reader) for additional information.

SUPPLEMENTAL QUESTIONNAIRE - qualifying

All applicants are required to complete and submit the questionnaire for this exam at the time of filing. This questionnaire and may be used throughout the examination process to assist in determining each applicant's qualifications and acceptability for the position.

APPLICATION EVALUATION - qualifying

All applications will be reviewed to determine whether the stated requirements are met. Applicants meeting the stated requirements will be invited to continue to the next step in the recruitment process.

TRAINING and EXPERIENCE EVALUATION

The Training and Experience Evaluation (T&E) is a structured evaluation of the job application materials submitted by a candidate, including the written responses to the supplemental questionnaire. The T&E is NOT a determination of whether the candidate meets the stated requirements; rather, the T&E is one method for determining who are the better qualified among those who have shown that they meet the stated requirements. In a T&E, applications are either scored or rank ordered according to criteria that most closely meet the business needs of the department. Candidates are typically scored/ranked in relation to one another; consequently, when the pool of candidates is exceptionally strong, many qualified candidates may receive a score or rank which is moderate or even low resulting in them not being advanced in the process.

NOTE: The selection process will likely consist of an Oral Exam, which may be preceded by or replaced with the score from a Training and Experience Evaluation (T&E), contingent upon the size and quality of the candidate pool. In a typical T&E, your training and experience are evaluated in relation to the background, experience and factors identified for successful job performance during a job analysis. For this reason, it is recommended that your application materials clearly show your relevant background and specialized knowledge, skills, and abilities. It is also highly recommended that the supplemental questions within the application are completed with care and diligence.

ORAL EXAMINATION - 100%

A job-related oral examination will be conducted to evaluate and compare participating examinees' knowledge, skills, and abilities in relation to those factors which job analysis has determined to be essential for successful performance of the job. Examinees must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

NOTE: If there are three (3) or fewer qualified applicants, an examination may not be conducted. Instead, a score of seventy percent (70%) will be assigned to each application, and each applicant will be placed on the eligible list.

ELIGIBLE LIST

Applicants successfully completing the exam process may be placed on an eligible list for a period of one (1) year.

The eligible list established from this recruitment may be used to fill present and future Regular (Temporary or Fixed-term), Intermittent, or Extra Help vacancies for this and similar positions only. There is currently one (1) Regular vacancy within the Health Care Ambulatory Care Department.

BACKGROUND INVESTIGATION

The selected candidate may be subjected to a thorough post-offer, pre-employment background investigation which may include inquiry into past employment, education, criminal background information, and driving record.

EQUAL EMPLOYMENT OPPORTUNITY

The County of Ventura is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding, and related medical conditions), and sexual orientation.

For further information about this recruitment, please contact Katie Reynolds by e-mail at katie.reynolds@ventura.org or by telephone at (805) 654-2629.

YOUR BENEFITS AS A COUNTY OF VENTURA EMPLOYEE

MANAGEMENT

To learn more about Benefits, Retirement, and the Memorandum of Agreement (MOA), see links below.

• Benefits website or you may call (805) 654-2570.
• Retirement FAQ's
• Memorandum of Agreement

Union Codes:MB3, MB4, MS, MT,MCC, MU

Closing Date/Time: Continuous

Salary:

$94,952.15 - $132,946.07 Annually