The Student Systems & Academic Operations Analyst reports to the University Registrar and provides necessary functional and operational support for student and academic systems used by the university, binding technology efficiencies and business needs for quality technology-enabled business processes.
The core responsibilities of the Student Systems & Academic Operations Analyst include; understanding federal/state requirements of records management, interpret institutional policy defined by the University Senate for impact to the business process, the capacity to define work flows, aptitude to understand academic requirements, visually prepare process design maps for the core functions of the office, oversee systems testing or coordinate systems changes, and provide ongoing post-deployment support for the registrar's office, inclusive of documentation.
The position requires expert collaboration with numerous business partners, many from across the university, such as, Undergraduate Education, Financial Aid, Student Accounts, Admissions, the Graduate School, the Office of General Studies and Summer Session, the Center for International Education, the Dean of Students, Residential Life, all Academic Departments, Facilities and Information Technology Services. Additionally, the Student Systems & Academic Operations Analyst actively works with third-party business partners on the implementation, configuration, design and function of technology solutions which support, campus enrollment, schedule building, degree review, degree conferral, records distribution, records retention, disposition of records, student retention, and administration of prior learning credit.
Additionally, the candidate will assure effective and efficient use of data from various systems supporting office work and the institutional reporting needs. This position does not perform technical development, infrastructure, or security functions, those are provided by Information Technology Services. However, the Student Systems & Academic Operations Analyst will have strong technical understanding of use of technology solutions used by the office. The incumbent provides functional support, configuring, reporting, auditing, overseeing quality control, and problem resolution for the registrar's office solutions.
Primary Responsibilities:
- Innovation, Development and Support to Registrar's Office
- Considering the strategic priorities and goals within the office of the Registrar provide future state business process maps to align the work of the office, defining business improvements, new responsibilities and obsolescence of work.
- Establish a library of current state business processes.
- Serve as the primary requirements gatherer for each of the business units within the registrar's office.
- Define external office functions influencing registrar work and impact to the work of the office.
- Assists in the development of project plans, including, but not limited to, new system/solutions procurement, implementation, configuration or modification born from new business needs.
- Serve as functional lead and subject matter expert on student systems and operational work.
- Act as a liason between campus business partners, vendor business partners and Information Technology Services in support of the work of the registrar's office.
- Provide innovative recommendations to the work of the office which increase efficiency and effectiveness.
- Utilize data to drive decision making.
- Provide quality assurance related to daily operational functions of the registrar.
- Federal and State Compliance
- Provide support for institutional reporting, related to student data, to Institutional Research, Information Technology Services and SUNY System Administration.
- Analyze and validate data as needed to meet necessary federal and state reporting requirements of the university.
- Provide data analysis of office performance metrics in support of divisional goal reporting.
- Provide guidance when new or amended compliance requirements are presented and provide analysis of the impact to the core business functions of the Registrar's Office.
- Ensure newly approved, changed or discontinued programs for the University align with the approval of NYSED and SUNY in the student information system.
- Report on system production functionality
- Collaborate with registrar staff when system performance problems are identified.
- Troubleshoot with staff to identify, report and seek resolution to system and operational problems quickly.
- Communicate and collaborate with ITS in identifying resolution to system performance problems in production environments.
- Coordinator of upgrade/migration testing for student systems supporting the registrar's office
- Development and maintain testing logs.
- Creation of testing plans based on operational activities.
- Provide ongoing assessment of testing process, evolving logs and plans; modifying as needed.
- Coordinating staff within the registrar's office to ensure all testing is completed in alignment with business processes and expected timeline(s).
- Report all identified problems found through testing and migration to ITS and coordinate with ITS for resolution.
- PeopleSoft Support
- Office expert in PeopleSoft query needs and uses.
- Define data elements in alignement with data governance.
- Create, review and distribute reports in support of data integrity activities.
- Process PeopleSoft data queries, perform necessary quality assuarance, and auditing of record data.
- Provide training for registrar related activities for PeopleSoft such as maintaining the academic structure, priority registration, scheduling.
Functional and Supervisory Relationships:
- Reports to University Registrar
- Coordinates primary responsibilities with the Associate Registrar's for each of the business units in the office
- Supervises the following positions: N/A
Job Requirements:
- Proficiency in calendaring and scheduling teams of people related to project work.
- Strong interpersonal skills, with the ability to interact daily with varying offices across campus.
- Ability to multitask and switch priorities, demonstrating flexibility and adaptability.
- Excellent follow-up and planning skills, ensuring tasks are completed efficiently and effectively.
- Discretion in handling confidential student information and assuring security of records and student's personally identifiable information.
- Requires a degree of independent judgment, autonomy, accuracy, and flexibility.
- Ability to anticipate needs and be prepared to adjust on a moment's notice to accommodate.
- Ability to critically analyze data, business opportunity and/or inefficient workflow and propose changes.
- Proficiency in the MS Office Suite.
- Applicants must demonstrate an ability to develop inclusive and equitable relationships within our diverse campus community.
- Applicants must demonstrate an ability to support diversity, equity, access, inclusion, and belonging relative to their role.
Minimum Qualifications:
- Bachelor's degree from a college or University accredited by the US Department of Education or internationally recognized accrediting organization.
- Minimum of 3 to 5 years of professional experience working with large data sets, developing queries, and merging data sets.
- At least 1 year of experience providing business analysis and/or data analysis.
- At least 1 year of experience implementing, configuring, and operationalizing new solutions to meet business needs.
Preferred Qualifications:
- Graduate level coursework in data analytics, data science, statistics, or related discipline from a college or university accredited by the US Department of Education or internationally recognized accrediting organization.
- Experience working with various data analytics tools.
- 3 to 5 years of experience providing business analysis in higher education.
- 3 years of experience using a student information system, degree auditing tools, degree planning solutions, registration systems, data reporting or space utilization tools.
- Expertise in PeopleSoft and the Query Manager, a student information system.
Working Environment:
- Typical office environment
- Telecommuting eligible, must report to campus in-person 50%. Telecommuting scheduling may require amending to meet expectations of the position as defined by the supervisor. Requires supervisor approval, can be revoked and requires ongoing reporting of work completed when not on campus.
