Business Systems Analyst, Presidential Correspondence
University of California Office of the President
Requisition Number: 20190209
Appointment Type: Staff - Career
Personnel Program: PSS-Uncovered
Work Hours: Monday-Friday, 8:00am-5:00pm
Percentage of Time: 100
Organizational Area: President's Executive Office
Location: Oakland, CA
Posting Salary: Commensurate with experience
Position Summary: The Business Systems Analyst is expected to function as an integral part of a fast-paced team and ensure that assigned responsibilities are carried out in a well-organized, professional, and error-free manner, all of which directly affects the President's ability to carry out their responsibilities and the public perception of the President and the University. In performing their duties, the incumbent must be cognizant of 1) the University's educational goals; 2) the legal and political sensitivities of particular issues facing the President's Executive Office, 3) the need to be sensitive to the impact of his/her assignments -- often highly confidential -- on individuals and organizations; and 4) the need for extremely high standards when preparing correspondence/documents for the President.
This position collaborates with the UCOP Strategy and Program Management Office to manage the daily technological systems that drive the input and output of the Presidential Correspondence department. This requires a strong degree of Web-based file sharing and database systems knowledge, including infrastructure and implementation.
This position requires strong interpersonal skills to interact and communicate effectively (orally and in writing) with members of the general public, staff in other departments and on the campuses, senior managers within the University, members of the California State Legislature and federal elected officials and staff, and members of the Board of Regents. The types of stakeholders and the varied nature of the work also requires strong time management skills, the ability to work with a great degree of autonomy, and political acumen and sensitivity.
Special Conditions of Employment: Overtime
Other Special Conditions of Employment: Successful completion of a background check is required for appointment to this critical position.
Job Close Date:
Duty 1: Utilize Cascade software to create, design, implement, and manage the intranet landing page for the department.
Create/Design/Manage the SharePoint database including piloting, trouble-shooting, and implementing changes.
Develop training tools needed for staff and stakeholders to utilize the system; maintain the access control within each division; ensure the systems in place are working regarding intake and output of all presidential correspondence, including Decision Memos, Information Memos, Reports and Correspondence.
Manage the electronic systems that drive the input and output of the department.
Collaborate with the Strategy and Program Management Office and the President's Executive Office to determine needed improvements in intake, efficiency, tracking, transparency and distribution of all transactions considered Presidential Correspondence.
Gather, analyze, prepare and summarize recommendations for approval of business process and procedural documentation.
Recommend and implement changes in processes and procedures.
Negotiate with stakeholders on the creation of specifications. Function:Electronic Communications and System Management Percent: 50
Duty 2: Research, write, and edit high-level correspondence/communications for the President, as well as for other senior administrators on a wide variety of subjects. Written communications should show a constant awareness of and sensitivity to the University's many constituencies.
Initiate drafts and provide high level of review for drafts for the President prepared by University officers/their staffs, analyzing for substance, appropriateness, and conformity with University policy, procedure, and practice.
Oversee the process of writing, reviewing, coordinating, and finalizing documents for both substantive and editorial matters from initial drafting to signature or approval by the President.
Suggest modifications to written communications when they conflict with University style and language and suggest edits to the submitting party prior to review by the President's Chief of Staff and President.
Ensure all documents are processed in a timely manner and are appropriately logged into the system for tracking and transparency. Function:Writing & Editing Percent: 25
Duty 3: Back-up and support all other positions in the department as needed, including: Peer Writer-Editor, distribution of daily hard copy and electronic mail, assign other departments to answer incoming correspondence.
Manage highly sensitive communications, as well as complex distributions that cross divisional lines of responsibility.
Develop training materials and tools to train staff from within the UC system to effectively use the Presidential Correspondence systems. Function:Leadership and Special Projects Percent: 25
Job Requirements Bachelor's degree in related area and / or equivalent experience / training.
Strong knowledge of cloud-based database and file sharing systems, must be able to set up infrastructure, trouble-shoot and manage these systems, as well as provide training and expertise on their effectiveness.
Strong project management skills, able to think analytically about systems and their effectiveness.
Strong skills and knowledge of methodologies associated with analysis of processes and problems, information flow and architecture.
Thorough knowledge of business and process analysis functions.
Broad knowledge relating to software design.
Demonstrated testing and test planning skills.
Demonstrated ability to summarize complicated issues clearly and succinctly in composing correspondence, effecting modifications, and attaining agreement with the appropriate unit (if applicable) on making changes.
Demonstrated ability to communicate technical information to technical and non-technical personnel at various levels in the organization.
Demonstrated ability to handle multiple projects under the pressure of frequent deadlines and changing priorities.
Advanced interpersonal communications skills, including active listening and effective collaboration skills.
Ability to exercise independent judgment and initiative.
Demonstrated high-level ability to exercise sensitivity and initiative in drafting or editing correspondence and in response to inquiries (internal and external).
Demonstrated ability to maintain absolute confidentiality.
Advanced knowledge of the fundamentals of writing, grammar, syntax, style, and punctuation and advanced skills to write clear, compelling and effective communications in a variety of styles appropriate to target audiences and the broader public.
In-depth understanding and skill in process and systems requirement documentation standards, such as Use Case modeling, User Story creations and narrative description.
Self-motivated and works independently and as part of a team.
Able to learn effectively and meet deadlines.
Demonstrates problem solving skills. Required
Five or more years of experience developing and managing systems for a large, complex institution.
Advanced, in-depth knowledge of the University, including its history, mission, goals, achievements, infrastructure, programs, and policies.
Advanced knowledge of the various systemwide and local functional areas and policies/practices. Preferred
Experience creating communications in a higher education environment in which audiences include boards of directors, legislators and representatives from governmental agencies, faculty, students, staff, alumni, donors, and the general public. Preferred
About us The University of California, one of the largest and most acclaimed institutions of higher learning in the world, is dedicated to excellence in teaching, research and public service. The University of California Office of the President is the corporate headquarters to the ten campuses, five medical centers and three Department of Energy National Labs and enrolls premier students from California, the nation and the world.
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age or protected veteran status.
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About University of California Office of the President
The Office of the President is the systemwide headquarters of the University of California, managing its fiscal and business operations and supporting the academic and research missions across its campuses, labs and medical centers.