York U: Redefine the Possible
 

Complete Position Details

Posting Number: YUSA-11185
Position Title: Business Systems Analyst
Department: Systems, Office of the Registrar
Category: Administrative/Secretarial/Clerical
Reports To: Manager, Student Systems
Affiliation/Union: YUSA
Band: 12
Salary: $63,152
Hours of Work: 8:30 am - 4:30 pm
Full-Time / Part-Time: Full-Time
Duration: Permanent - Continuing
 
Purpose:
In advancing the Division of Students’ vision as ‘Partners in Student Success’, the Systems team within the Office of the University Registrar (OUR) collaborates tightly with University Information Technology (UIT) in the development, maintenance and user support of all student-facing and administrative student information systems to effectively enhance the student experience from student recruitment through to convocation. The Systems team supports and enables OUR functional partners (Recruitment and Admissions, Student Finance, Core Registrarial Services and Student Client Relations), Faculties and other university units to achieve their student service objectives through operational support and systems enhancements. Reporting to the Manager, Student Systems, the Business Systems Analyst actively supports the systems maintenance and operations portfolio to ensure quality customer service in systems processes and information needs for the entire student lifecycle including recruitment, admissions, enrolment, scholarships and awards, student accounts, financial aid, registrarial services, academic scheduling, student records and convocation. The Business Systems Analyst is actively engaged in the timely set up and maintenance of systems according to the academic cyclical calendar, performing cyclical activities that support critical operations such as student application, course enrolment, fees, confirmation of enrolment for OSAP funds distribution, monthly billing, degree audit and convocation. Where the cyclical operations are not complex, the Business Systems Analyst is accountable for their complete maintenance. In addition, with guidance where needed from colleagues who are subject matter experts, the Business Systems Analyst responds to ad-hoc requests from students, faculties, OUR partners and other administrative partners for value-add business information, student record updates, systems issues resolution, general systems guidance and other queries. Another significant responsibility of the Business Systems Analyst is the active participation in discussions related to systems improvement opportunities and the corresponding proposals for student-focused systems enhancement projects. The Business Systems Analyst is also responsible for supporting business process changes within OUR Systems to increase the efficiency and effectiveness in how we support student success.
 
Responsibilities:
SYSTEMS MAINTENANCE AND OPERATIONS:
Accountable for the on-schedule maintenance and support of non-complex OUR Systems cyclical operations throughout the academic/fiscal cycle. Accountable for up-to-date process and standard operating procedures (SOP) documentation and train backup resource for non-complex cyclical operations. Support complex OUR cyclical operations and act as backup resource. Support process and SOP documentation for complex OUR systems cyclical operations. Provide quality customer service on systems and data integrity issues, and for ad-hoc requests for reporting, analysis and user training. Support data management through student record updates, external/internal data exchange maintenance, and other data and reporting activities. Support incident management, resolution and root cause analysis. Support OUR systems cyclical operations process improvement initiatives by executing process changes and tracking defined success measures. Participate in discussions on ad-hoc support improvement opportunities and on the planning and execution of these initiatives. Define and track efficiency and quality measurements for non-complex cyclical operations. Track operational measures for ad-hoc support requests. Share systems maintenance and operations knowledge with colleagues. Percentage of time: 70%

SYSTEMS DEVELOPMENT PROJECTS:
Participate in discussions on systems enhancements needs in order to improve the quality, efficiency and customer experience in the systems that we support. Support the development of project proposals for system enhancements. Act as technical resource on systems projects to share knowledge on current business and application processes. Review proposed functional and design specifications Support project testing. Percentage of time: 15%

INTERNAL OFFICE OF THE UNIVERSITY REGISTRAR (OUR) PROCESS IMPROVEMENTS:
Participate in discussions on internal OUR process and service improvement initiatives as they relate to Systems Operations. Document and share tools, tips and knowledge within the OUR systems team as they relate to Systems Operations. Participate in the development and tracking of team success measures as they relate to Systems Operations. Support a protocol between operations and project teams for a seamless transition from project inception to implementation to post implementation operational support. Percentage of time: 10%

OTHER DUTIES AS ASSIGNED. Percentage of time: 5%
 
Contacts:
Type: Students, staff and management across York University; OUR Systems colleagues, other OUR partners: Recruitment & Admissions, Student Financial Services, Core Registrarial Services and Student Client Relations; UIT Student Information Systems (SIS), UIT Client Services, UIT Project Management Office, other UIT partners; Faculty partners; Division of Students (VPS) Communications, other VPS partners such as Counselling & Disability Services (CDS), Student Success Centre (SSC), Career Centre (CC), etc; Office of Institutional Planning & Analysis (OIPA), central Finance, internal audit, other York University administrative units, external entities such as banks, OUAC, government agencies and software vendors, other post-secondary institutions.
Purpose: Share, collaborate, and clarify information, communicate on systems related updates, announcements and notifications; development, testing, training and incident investigation.

Type: Students, staff and management across York University; OUR Systems colleagues, other OUR partners; UIT Student Information Systems (SIS), other UIT partners; Faculty partners; other Division of Students partners, other York University administrative units.
Purpose: Share, collaborate, and clarify information, discuss new project opportunities, support project development and testing activities.

Type: Students, staff and management across York University; OUR Systems colleagues, other OUR partners; UIT Student Information Systems (SIS), other UIT partners; Faculty partners; other Division of Students partners, other York University administrative units.
Purpose: Share, collaborate, and clarify information, solicit feedback on customer experience, communication on team performance and process changes.
 
Communications:
English
  • Basic reading skills (eg. Scanning text, reading forms, etc)
  • Basic writing skills (eg. Writing brief notes, completing forms, etc.)
  • Comprehends written material (eg. Asking & answering simple or repetitive questions, etc.)
  • Write non-complex documents (eg. Extracting information/details, reading reports/correspondence, etc.)
  • Sustains conversation on specific topics (eg. Explains standard policies/procedures/services, etc.)
  • Comprehends complex texts (eg. Reading & interpreting policy papers/research papers/technical reports, etc.)
  • Composes documents (eg. Drafting reports/recommendations/research papers/summaries, etc.)
 
Supervisory Responsibilities:
Affiliation   Number of Individuals   Direct/Indirect   Type
Work Study Student   1-2   Indirect   Administrative/Secretarial/Clerical

The following supervisory responsibilities are required for the individuals listed in the corresponding affiliation:
Affiliation   Responsibilities
Work Study Student  
  • Provides direction or instructions
 
Physical & Sensory Demands/Environmental Conditions:
VDT use: 70%
Prolonged visual attention: 70%
Prolonged audio attention: 40%
Hand/finger dexterity: 50%
Prolonged sitting: 50%
 
Education:
College diploma in a technical discipline such as computer science, information technology, or engineering, or an equivalent of 2 years recent experience (defined as within the last three years) working at York University and performing the same or similar tasks. This education equivalency is in addition to the experiential requirements outlined below. Or an equivalent combination of 6 years of related progressive technical training and experience supporting multiple business areas in systems operations, including the experiential requirements outlined below.
 
Experience:
With college diploma - 3 years of experience in the maintenance and support of enterprise systems. Experience in SQL. Experience in documenting processes and standard operating procedures. Experience in creating process flow, data flow and entity relationship diagrams using an Unified Modelling Language (UML) tool such as Visio. Advanced skills in Excel, Access and PowerPoint. Experience in using project and resource management tools such as MS Project, Jira, Basecamp and Confluence.
 
Skills:
Demonstrated experience in supporting enterprise applications. Formal training in process improvement and process re-engineering would be considered an asset. Strong communications, analytical and problem solving skills. Customer focused, demonstrated commitment to providing outstanding service. Strong relationship building and self-management skills. Ability to see the big picture while maintaining a detail-oriented mindset. Demonstrated ability to multi-task and handle competing priorities. Share and live our divisional values: Respect, Excellence. Innovation, Collaboration, Accountability, Care and Inclusion.
 
Recruitment Checks:
This position requires the candidate to produce a verification of degree(s), credentials(s), or equivalencies from accredited institutions and/or international equivalents at the time of interview.
 
Job Specifications:
Summer Hours: Friday hours reduced by 1 hour first weekend in June to Labour Day Weekend.
Overtime Availability in this Position: Rare overtime will be available.
Vacation Restriction Definition: Vacation may be restricted depending on operational requirements. Reasonable advanced notice will be provided to staff of pending operational and project related restricted periods.
 
Dates:
Internal Posting Date: May 18, 2018
Internal Application Deadline: May 28, 2018
 
Extended Posting Date: June 26, 2018
Extended Application Deadline: July 11, 2018
 
External Posting Date: June 26, 2018
External Application Deadline: July 11, 2018

Please Note: All applications must be received by 4:30 p.m. on the posted deadline date.

Thank you for your interest in a career with York University.

Are you interested in applying to YUSA-11185? To apply to this position click the following link to access our online application portal: https://hr2.apps01.yorku.ca/machform/view.php?id=13474

During the application process, please ensure that:

  • You have submitted a complete application package using our online application portal*. A complete application package consists of the completed application form, a cover letter and resume by 4:30 p.m. on the posted deadline date. When emailing your application package, ensure that you have attached the resume, cover letter, and application form to your email.
  • A complete application package has been submitted for each job posting you are applying for.
  • You have quoted the appropriate posting number on your application form and in the subject line of your email. Please keep the posting number and position description for future reference or inquiries.

The University welcomes applications from all qualified individuals, including individuals within the University's employment equity categories of women, persons with disabilities, members of visible minorities and aboriginal persons, individuals of diverse gender and sexual orientation and all groups protected by the Human Rights Code. York University is committed to employment equity and diversity and a positive and supportive environment.

York University offers accommodation for applicants with disabilities in its recruitment processes. If you are contacted by York University regarding a job opportunity or testing, please advise if you require accommodation.

We are committed to enhancing our environmentally and socially responsible practices for the benefit of all members of the York community. Our long term perspective recognizes our responsibility to be innovators and to continually work as a community to reduce our ecological impact.

Please note, due to the high volume of applications received only those selected for an interview will be contacted.