Business Analyst

SUMMARY DESCRIPTION Under supervision from an appropriate level manager or administrator, the Business Analyst is a customer service-oriented individual that is responsible for the deployment and maintenance of district-wide applications with a focus on the end user experience for system configurations. DISTINGUISHING CHARACTERISTICS Acts in a lead capacity in the successful management of end user experience through the maintenance and configuration of district-wide system applications and processes, including analyzing business requirements, recommending effective solutions, and coordinating with other technical staff and management to ensure system integrity, and efficient and effective operations. Responsibilities include advising management on technology and/or business process solutions, defining project steps and timelines, coordinating projects, communicating end user interests to functional and/or technical staff, serving as a resident expert with an understanding of how applications are actually used, setting technical standards, and providing expertise on complex technical problems. RESPONSIBILITIES Lead the deployment and maintenance of applications that support district-wide systems, ensuring collaboration with administrators, faculty, and classified professionals. Manage, configure, and coordinate system and operational improvements for the enterprise resource planning (ERP) and third‑party systems. Perform complex business process and system analysis and recommend modifications or new processes to facilitate integration with designated enterprise system modules, including testing and implementation. Lead other technical staff in the analysis of essential application functional requirements. Translate user expectations into technical specifications for enhancement and customization projects. Evaluate with functional and/or technical users the reengineering of work processes to integrate with and complement system functionalities. Collaborate closely with a wide variety of administrative and academic departments across the District to ensure efficient use of ERP applications. Serve as the department’s applications subject matter expert; collaborate and inform the appropriate district and college area leads regarding issues and identified solutions. Lead, analyze, and perform the successful development, maintenance, testing and validation of data collection processes to enhance accountability, research efforts, and decision‑making purposes. Provide technical consultation to administrators and other internal and external stakeholders of district-wide initiatives and programs for the effective design and implementation of data collection and quality control procedures. Remain current with developments in hardware, software, and equipment related to District systems to advise staff and recommend systems changes, updates, and/or new technology as appropriate. Remain current with developments in legal requirements and regulations related to the ERP system and business processes. Serve as committee chair and/or department representative on related assigned committees and workgroups. Attend campus and District planning meetings with technical staff and end‑users to facilitate communication between parties concerning their needs and requirements. Research, recommend, and test new technologies and applications that show a potential benefit to the district; monitor performance of implemented solutions; learn and apply emerging technologies and advances as necessary to perform duties in an efficient, organized, and timely manner. Assist with the design and evaluation of the campus data collection procedures; serve in a lead role to provide direction, training and review of data inputted by staff into database or application systems (e.g., MIS reporting). Monitor and analyze existing systems to ensure critical business processes are functioning and utilizes analytical skills to identify trends and anomalies. Track and coordinate review of new releases, upgrades and patches related to district-wide applications; review documentation to identify affected modules and processes; and identify impacts of changes and assess integration issues. Verify compliance of new systems processes with all regulatory requirements; and work with technical staff to conduct performance and compliance testing and identify corrections required. Create and modify technical support documentation for district-wide application software, business processes, and train district/campus personnel and other end‑users on new or existing technology implementations. Lead projects, establish project milestones and timelines, and guide work direction of functional and/or technical staff based on the needs of end users. Participate in district/college DEIA efforts to decrease student achievement/opportunity gaps; actively assist in the creation of a welcoming and inclusive work and educational environment; and attend and participate in diversity, equity and inclusion trainings and events. Perform related duties as assigned. QUALIFICATIONS Knowledge Mission, functions, operations, administrative programs, activities, and services of a community college district, including human resources, budget and accounting, purchasing, payroll, staffing, admissions, registration, student records, matriculation, and financial aid. Federal, state, and local laws, policies, codes, procedures, rules, and regulations applicable to area of assignment. ERP systems and third‑party applications used in an educational environment, and current information technology capabilities, characteristics, systems, and practices. Current concepts, principles, practices and procedures of design, advanced systems analysis, application programming and data administration including documentation standards and procedures. Modern information technology capabilities, trends, characteristics, systems, hardware and software. State and federal laws and reporting requirements, and District policies affecting information technology. Principles, practices and methods of business process and systems analysis, including business modeling using data and process flow diagrams. System design theory, concepts and principles including data management, and administration and development concepts. Methodologies for developing program and user documentation and user training materials. Methods and practices for conducting unit and system testing. Database design concepts and data management software. Project management tools and techniques, including managing project schedules and effective change management and control. Software programs, applications, and database systems relevant to area of assignment; generating and analyzing reports from systems and databases; principles, practices, and procedures of complex statistical and administrative research and report preparation. Current office practices, procedures, methods, and computer equipment, software, and applications related to the work, including word processing, desktop publishing, spreadsheets, and databases. Principles and practices used to establish and maintain files and information retrieval systems; principles and practice of recordkeeping, and principles and procedures of business letter writing and report preparation. Work organization principles and practices. Effective written and oral communication skills including correct English usage, grammar, spelling, punctuation, and vocabulary. Diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students. Techniques for providing a high level of customer service including methods and techniques of proper telephone etiquette. Interpersonal skills using tact, patience, and courtesy. Techniques to facilitate effective interaction with people on an individual or group basis. Confidentiality requirements when dealing with personal and sensitive student information. Occupational hazards and standard safety policies and procedures. District and College organization, operations, policies, and objectives. Principles and practices of providing training and guidance to lower-level staff and student workers. Ability Learn quickly and understand and apply end user business processes and requirements needed to consult effectively with managers and users. Perform business process analyses and reach sound, logical conclusions regarding essential user needs and requirements. Facilitate and lead user meetings, negotiate understanding and build consensus agreements. Demonstrate competent use of computers, including ERP and third‑party applications used in an educational environment. Effectively plan, develop, implement, and evaluate training programs, services, and activities for district-wide applications. Encourage professional excellence among the staff and promote an organizational culture of customer service, innovation, and quality services. Evaluate emerging technologies and make recommendations relating to their use within the district. Identify, evaluate, and resolve complex system and business process problems. Interface with user groups to determine and develop applications solutions to administrative issues and information needs. Lead special projects related to developing new or improved information technology systems. Monitor the work of external contractors and assure conformance to the needs of end users. Provide leadership in envisioning, conceptualizing, planning, and developing new or improved IT systems and software for the district and colleges. Sort through technical issues and develop cost‑effective and reliable solutions. Read, interpret, explain and apply complex technical information on systems processes and interdependencies for technical and non‑technical audiences. Effectively use query tools, such as SQL, for data analysis and reporting. Prepare clear, concise and comprehensive specifications, reports, studies, documentation, and other written materials. Learn and understand the organization and operation of the assigned department as necessary to assume assigned responsibilities; understand, explain, and apply administrative and office policies and procedures as well as pertinent laws, codes, regulations, and ordinances; work within the policies, functions, and requirements of area of assignment; assure compliance with State and federal laws and District policies. Communicate clearly and concisely, both orally and in writing in English; use correct English usage, grammar, spelling, punctuation, and vocabulary; understand and follow oral and written directions in English; listen actively and effectively; prepare and present reports and recommendations on complex processes both orally and in written form; provide information and direction to others with varying levels of information technology knowledge. Effectively and collaboratively work either as a team member or team leader in a complicated multi‑college environment, as well as within a system of community college districts; develop, maintain, and foster effective working relationships involving interactions and communications personally, by phone, and in writing with a variety of individuals and/or groups from diverse backgrounds on a regular, ongoing basis. Interact extensively with and respond to requests and inquiries from students, faculty, staff, and public; effectively present information in person or on the telephone to students, staff, or the public; provide excellent customer service. Perform a variety of highly specialized analytical and technical duties and activities in support of the assigned area; operate office equipment including hardware, software, and devices supporting word processing, database management, and spreadsheets; type or enter data at a speed necessary for successful job performance; maintain accurate filing, record keeping, and tracking systems; apply excellent organization skills and attention to detail; compose and prepare correspondence and memoranda; maintain filing systems; prepare clear, concise, and comprehensive specifications, documentation, reports, studies, and other written materials. Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio‑economic, and disabled populations of community college students. Work effectively under pressure with frequent interruptions and a high degree of public contact on a variety of tasks concurrently while meeting established deadlines and changing priorities; concentrate on detailed tasks for extended periods of time; work confidentially, independently, and collaboratively. Analyze complex situations accurately and adopt an effective course of action; exercise good judgment, discretion, and personal initiative in resolving confidential, difficult, and sensitive situations, according to established policies and procedures; use sound judgment in recognizing scope of authority; use independent judgment to plan and accomplish goals; maintain critical and sensitive information, records, and reports confidentially. Provide training and work direction to assigned lower-level staff. Effectively utilize computer applications and equipment in the performance of duties; maintain current knowledge of technological advances in the field; adapt to changing technologies and learn functionality of new equipment and systems. Attend and participate in trainings, meetings, workshops, and conferences; learn new state and federal laws, rules, and regulations pertaining to area of assignment; participate in the development of new/revised procedures to accommodate changes; attend and participate in diversity, equity and inclusion trainings and events; maintain compliance with online coursework and other mandatory trainings and certifications as directed by supervisor. Report to work on a regular and consistent basis, as scheduled, to assigned job. Work some evening/weekend shifts as required. Maintain the cleanliness, safety, and organization of assigned area; ensure adherence to safe work practices and procedures; monitor activities in assigned area and enforce policies for proper use and behavior. Education and Experience Guidelines Requires a bachelor’s degree from an accredited college or university with major coursework in business administration, software engineering, computer science, information technology, or closely related field. Preferred: Master’s degree in a related field or recent evidence of continuing education in the area of assignment. Three (3) years of experience with ERP systems and related applications to improve operational efficiencies including conducting business process analysis, performing functional and end‑user support, data reporting, and related functions. Preferred: Experience in higher education. A valid California driver’s license and proof of insurance may be required. WORK ENVIRONMENT AND PHYSICAL DEMANDS Duties are performed primarily in an office environment at a desk or computer workstation. Incumbents are subject to frequent contact in person and on the telephone with administrative, management, supervisory, academic and classified staff. Work requires travel to other offices or locations to attend conferences, meetings or conduct work. Typical must sit for long periods, use hands and fingers to operate a computer keyboard; remember key information and concentrate for prolonged periods; see to read all printed materials including fine print, computer screen and electronic displays; hear and understand voices to conduct face‑to‑face and telephone conversations; speak in an understandable voice with sufficient volume to be heard within a normal conversational distance, on the telephone and when addressing groups; transport self to places necessary to perform job; regularly lift, carry and/or move objects weighing up to 10 pounds. Vision: See in the normal visual range with or without correction. Hearing: Hear in the normal audio range with or without correction. Compensation Salary range: 144 of CSEA Salary Schedule. Work Schedule Work schedule: Monday - Friday (8:00 AM - 5:00 PM). Schedule and shift may change according to department needs. Hours Hours per week: 40. Months: 12. #J-18808-Ljbffr