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The IRD for this job is: 11-27-2023
ABOUT UC SANTA CRUZ
UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.
The Division of Graduate Studies is a strategic unit at UCSC; working closely with academic divisions and departments, the Division of Graduate Studies leads the campus effort in graduate student outreach, admissions, and matriculation. UC Santa Cruz graduate enrollment is approximately 1975, with over 60 degree tracks in over 40 graduate programs. UC Santa Cruz is deeply committed to recruiting and supporting a diverse graduate student community. The Graduate Division seeks to be a catalyst for the development of scholarship, leadership, and professional skills of graduate students from every background.
The Senior Business Systems Analyst is a Division of Graduate Studies (DGS) Systems Team (GradSys) member and reports directly to the Information Systems Manager. The analyst applies skills as a seasoned, experienced professional with a full understanding of industry-wide business processes and analysis practices. They work closely with the Graduate Information Systems Manager, other DGS analysts, DGS leadership, graduate advisers, faculty, systems analysts in other campus offices, and Information Technology Services (ITS) to complete a wide range of assignments and implement solutions to business process issues of moderate to complex scope in support of the Division of Graduate Studies.
Day to day duties may involve designing and implementing policy or procedural changes; automating and creating more efficient business processes; creating specifications for systems and data integrations; designing details of automated processes; planning and executing unit, systems and end-user acceptance testing; documentation including the development of training materials and business processes; ad hoc reporting using PS Query, SQL or InfoView/CDP; training and ongoing support of other analysts and end users; representing the Division of Graduate Studies as Graduate Student Information Systems expert in meetings with campus constituents and external parties as required; and completion of time-sensitive operational tasks. The incumbent is expected to demonstrate good judgment in selecting methods and techniques to obtain solutions and employ strong oral and written communication to work with a variety of diverse people effectively. Duties may span several software systems, including Oracle/Peoplesoft Campus Solutions (Admissions, Student Records, Campus Community), Slate (Graduate Admissions and Enrollment), and GT eForms.
Budgeted Salary: $89,350/annually. Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.
Benefits Level Eligibility: Full benefits
Percentage of Time: 100%, 40 Hours per Week
Days of the Week: Mon-Fri
Shift Includes: Day
Employee Classification: Career appointment
Job End Date: None
Work Location: REMOTE
Union Representation: Non-Represented
Job Code Classification: 007584 (BUS SYS ANL 3)
Travel: Never or Rarely
40% - Project Management, Analysis, Research and Reporting
Apply technical expertise and business analysis concepts to identify, evaluate and define complex systems and procedures, scope and objectives with an understanding of applicable business practices, processes, systems and industry standards to meet end-user requirements. Create complex system specifications to meet end-user requirements.
Actively participate in developing internal and external policies and procedures to carry out campus and system-wide mandates.
Identify opportunities for innovative technology solutions to improve business processes.
Conduct research regarding best practices and industry standards.
Audit system for accuracy and integrity by designing and executing audits and analyzing results.
Define specifications, develop standard/ad hoc reports, and train appropriate staff in their usage.
Extract, analyze and conceptualize data for presentation in various formats.
Specifically, in collaboration with the Information Systems Manager, representatives of other units (e.g. Registrars, Financial Aid, Student Business Services, Divisions, Academic Departments), and with other AIS Process Managers:
Coordinates the analysis, planning, and implementation of DGS system requirements;
Analyzes DGS business requirements and processes and transforms those requirements into programming specifications for use by AIS programmer analysts and developers.
These duties may include the following ongoing tasks:
Audit batched email communications
Process records updates in the campus' Academic Information System (AIS), including admissions test score loads, admission decisions and financial support packages
Monitor the admission application technical help email account; troubleshoot & escalate issues as needed
Lead and direct annual preparation of the online application for admission, including page editing and testing, for all graduate programs
Process current student records updates in the campus' Academic Information System (AIS), including batched student milestone loads, and expected graduation term updates
Develop future milestone implementation/changes requested by academic departments
Annual preparation of student support spreadsheets and block balance tracking spreadsheets
40% - Business Systems Support
Resolve support requests and incident reports from users of AIS (Peoplesoft) and other systems supported by the Division of Graduate Studies. Collect relevant information, analyze and diagnose problems, and respond appropriately to end users. As necessary, implement appropriate solution(s) utilizing technical and functional expertise. Escalate issues to Information Systems Manager, ITS or other campus resources as necessary and follow through to ensure resolution.
Perform system and application testing prior to implementing new and modified functionality in order to ensure acceptance criteria are met.
Perform scheduled operational tasks. Document and schedule new tasks.
Negotiate with stakeholders on the creation of specifications.
Consistently provide exceptional customer service with special care to cultivating and maintaining efficient working relationships.
Gather, analyze, prepare and summarize business and user needs, documenting requirements, and revising existing system and process logic issues as necessary, working closely with the Information Systems Manager as needed.
Gather, analyze, prepare and summarize recommendations for approval of business process and procedural documentation.
Recommend and implement changes in processes and procedures.
These duties may include the following ongoing tasks:
Assure ongoing review of systems and updates related to changing DGS requirements
Test quarterly system patches and modifications in the Academic Information System (AIS)
Create and maintain system and business process documentation
Maintain MAST documentation including bug tracking and test plans
Identify and escalate to management business process conflicts or inefficiencies
10% - Training
Develop and conduct formal and informal training sessions/demonstrations.
Develop and update instructional materials, tutorials, and other documentation as required.
Provide support and training on new applications.
Guide and advise less-experienced Business Systems Analysts.
These duties may include the following ongoing tasks:
Coordinating and providing feedback to DGS and other consituents as it pertains to the training about DGS Information Systems
10% - Other
Maintain professional and technical knowledge by utilizing campus and public resources, attending conferences, workshops; reviewing professional publications; participating in user groups; benchmarking best practices.
Represent DGS at meetings and in campus workgroups, as needed.
Assume additional projects and responsibilities in response to emerging issues.
Thorough knowledge of business and process analysis functions.
Strong skills and knowledge of methodologies associated with analysis of processes and problems, information flow and architecture.
Demonstrated effective communication and interpersonal skills. Demonstrated ability to communicate technical information to technical and non-technical personnel at various levels in the organization.
Excellent analytical skills sufficient to analyze and interpret written material and oral requirements, and to draw conclusions and make recommendations.
Demonstrated project experience, as both a project leader and a project team member, from conceptualization to completion.
Ability to develop and carry out test plans to ensure quality and accuracy of reported data.
Experience developing functional specifications including requirement definition, process design, information flow, technical specifications and use cases.
Experience designing and documenting business processes.
Experience in facilitating meetings and discussions with several stakeholders in support of large, complex projects with the ability to make clear, informative and persuasive presentations to internal and external groups
Excellent organizational skills to establish priorities, manage in a team context, and manage multiple activities to meet unit, campus, and system-wide deadlines, determining priorities effectively while adhering to deadlines on multiple or simultaneous projects.
Ability to assimilate and independently apply a broad variety of administrative policies, procedures and practices. Proven ability to maintain accurate and detailed records.
Experience in working independently, with proven ability to take initiative and the capacity for self-direction and self-correction
Proven ability to exercise discretion and judgment in dealing with confidential and sensitive matters.
Demonstrated and continued ability to work cooperatively and sensitively with individuals from diverse cultures, ethnicities, communities, and backgrounds.
General understanding of process and systems requirement documentation standards, such as Use Case modeling, User Story creations and narrative description.
Broad knowledge relating to software design.
Familiarity with constituents, policies and practices specific to a university environment.
Demonstrated knowledge of Information Technology roles and function.
Experience serving as a subject matter expert (SME) and functional specialist for one or more Campus Solutions modules including Admissions, Student Records, and Campus Community.
Experience using and administrating the CRM system Slate for one or more modules (Admissions, Student Success, Funding).
Experience using reporting tools such as SQL Developer, PS Query, Business Objects etc.
Experience designing interfaces or APIs between systems.
Comprehensive knowledge of, and ability to comply with, state and federal laws and regulations and university policies regarding information security and appropriate use and handling of restricted and confidential information (FERPA, PII, HIPAA etc.).
SPECIAL CONDITIONS OF EMPLOYMENT
Selected candidate will be required to pass a pre-employment criminal history background check.
Ability to work long periods of time at a computer with or without accommodation.
This is a fully remote position, and the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.
The selected candidate has the option to work a hybrid work schedule. If a hybrid work schedule is confirmed, the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.
This position requires the ability to report to campus to work in-person as operationally required, with reasonable notice as determined by your manager; travel expenses not covered.
Ability to work overtime including evenings, nights, weekends and holidays to meet operational needs, and work an alternate work schedule shift as required.
Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
Ability to maintain appearance and conduct suitable for working in a professional setting.
The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.
The University of California is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.
To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.
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, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.
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