Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Student Management, Level C

Job Title

Scheduling Business Data Analyst

Department

Scheduling Services | Student Records and Scheduling | Enrolment Services

Compensation Range

$7,283.75 - $10,474.08 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

May 12, 2025

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

The Scheduling Business Data Analyst (BDA) plays an important role in leading Scheduling Services' Operational Reporting and Business Improvement service. This role is responsible for scheduling data analysis, reporting, and analytics for the University, and actively engages in student system projects and initiatives from a data and business reporting perspective. The Scheduling Business Data Analyst leads high-level requirements gathering and analysis of complex data and business process, reporting and analytic requests impacting operational processes and the family of enterprise Student Information Systems.

The role plays a critical role in ensuring alignment across - and with - operational functions and strategic IT initiatives, while promoting best practices in the appropriate use and safeguarding of personal information. The Scheduling Business Data Analyst is a liaison; building and managing strong working relationships with business units and stakeholders, both internal and external to Enrolment Services (ES), including UBC IT teams and is called upon to collaborate with all levels of staff at the university, both technical and non-technical as well as provide guidance to ES business stakeholders in the participation and direction of data analysis and reporting projects. The SBDA also actively engages in projects; participating in discovery, analysis, design, testing, and quality assurance.

ORGANIZATIONAL STATUS

The Scheduling Business Data Analyst reports to the Associate Director, Scheduling Services. The Scheduling Business Data Analyst interacts with all levels of staff across units within Enrolment Services and other academic and service units across the campus, including UBC IT, to provide service and support in identifying, analyzing and shepherding data, reporting and analytic requirements. The Business Data Analyst may coordinate, provide direction and/or assign work to staff when necessary.

WORK PERFORMED

Operational Reporting

• Manages, analyzes, and plans requests from faculties and service units for data access, reporting and analytics;
• Creates reports that will support the creation of the academic course schedule
• Review and analyze from faculties and service units course scheduling elements for change(s) to the current scheduling in developing project proposals for the new scheduling model implementation.
• Provides subject matter expertise in the content development and delivery of scheduling system and business process training to the University community regarding the scheduling model and related scheduling system
• Working closely with the Scheduling Analysts for creating of the University’s course academic schedule
• Provides leadership and guidance to Scheduling Services's Operations Team for data and reporting related inquiries and requests
• Using in-depth knowledge of the Student Information System's data architecture, data definitions, other available data sources, and an understanding of all registrarial functions, guides the business stakeholders in determining and articulating their business needs and how data-supported reporting and analytics can be a benefit to them
• Works with the Office of the CIO (Enterprise Data Governance), Privacy Matters @ UBC, and UBC IT (Development and Sustainment Services) to steward stakeholders through the data access and reporting request process
• Communicates scheduling business issues on behalf of multiple stakeholders; communicates solution proposals, resource estimates and scoping assumptions back to stakeholders and involves stakeholders in discussions as appropriate
• Evaluates and reviews access permissions to scheduling system in accordance to acceptable business use, university policy, legislative requirements and best practice
• Actively promotes best practices in the security and privacy of course and exam data
  
  

Data Analysis, Reporting & Analytics

• Leads data analysis, reporting and analytics projects;
• Actively engages with stakeholders to capture business needs and to document requirements
• Works independently or in collaboration with partners (e.g. Enterprise Data Governance, PAIR, Development and Sustainment Services, etc.) to design and develop reports, perform analysis, or deliver dashboards to stakeholders;
• Monitors project progress including providing direction, advice, training and feedback to project participants;
• Maintains a balanced perspective of project progress and challenges; negotiates deliverables and timing across multiple stakeholders; manages stakeholder's expectations during high stress problem/crisis situations and keeps relevant parties focused on the primary objectives and critical tasks at hand;
• Designs, develops and delivers reports and statistics to the University community.
  
  

Student Systems Support

• Actively engages in scheduling and system projects with acting as a primary representative for scheduling data; recommends and participates in required data analysis, provides guidance to stakeholders in participation and direction of systems implementations efforts and acts as subject matter expert, as appropriate;
• Coordinates testing of developments and/or improvements to the Scheduling and Student Information System and ensures quality assurance from a data perspective;
• Understands and applies technology roadmaps for key data and reporting infrastructure that are critical to the business;
• Keeps up to date with new technologies and leverages them to recommend and provide creative solutions for staff.
  
  

Other Duties

• May represent the Associate Director on committees or at meetings;
• Performs other related duties as required.
  
  

CONSEQUENCE OF ERROR

The Scheduling BDA is a representative of ES and liaises with ES staff and various members of the university community including UBC IT, faculties and service units. This is a highly visible position, which has continuous contact with Enrolment Services staff and a very diverse university and public community. Projects coordinated by the incumbent will directly impact faculty, staff and student relationships with UBC and the outside community.

Failure to adequately involve stakeholders could result in ineffective design of reports to support business operations or the ineffective use of available reports resulting in unnecessary work by faculty, staff and administrators. The success of these projects directly impacts the recruitment, retention, and administration of students at both UBCV and UBCO and service delivery levels by faculty, staff and administrators. A thorough understanding pertaining to privacy legislation, policies and data security is required to adequately ensure the appropriate levels of security are met. Unless adequate management and monitoring take place, the integrity of the security of the SIS and student records would be jeopardized resulting in non-compliance and negative legal and reputational consequences for the University.

This position also carries responsibility for facilitating the testing of new and existing reports. A thorough understanding of the scheduling software (i.e Scientia) and Student Information System's complex data structure and definitions are required to adequately identify possible problems. Unless adequate testing takes place, problems can occur once in production, again reflecting negatively on Enrolment Services and, ultimately, the University's customers and clients.

SUPERVISION RECEIVED

Reports to the Associate Director, Scheduling Services. Works independently with minimal supervision. Exercises initiative and sound judgment in making decisions. Works in collaboration with other senior University staff.

SUPERVISION GIVEN

Provides leadership, direction and guidance to staff on project teams, as required.

Qualifications

• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
• Undergraduate degree in a relevant discipline.
• Minimum of four to five years of related experience or the equivalent combination of education and experience.
• Experience preferably in a post-secondary student service environment.
• Proven experience working with end users, preferably in a leadership or facilitative capacity, to perform requirements gathering and data analysis.
• Demonstrated ability to build, manage and maintain high-quality and productive relationships across cultural difference.
• Works in a collaborative and inclusive manner, fostering equitable experiences and a respectful environment for all staff.
• Experience with formulating recommendations on reporting strategies to support business unit goals.
• Demonstrated experience, including knowledge of principles, tools and best practices of data analysis and project management.
• Background or previous experience working in IT preferred.
• Experience developing and writing online documentation an asset.
• Knowledge of current UBC administrative and student processes an asset.
• Knowledge and experience with standard PC software and a demonstrated ability to learn new software quickly.
• Ability to learn and interpret complex business needs and understand how analytics can be used and applied to support business needs.
• Effective communication and interpersonal skills, including the ability to develop strong working relationships and interact with all levels of personnel.
• Demonstrated ability to effectively communicate and interact with empathy, understanding and, respect of diverse and divergent perspectives and behaviours.
• Excellent analytical, problem solving, planning and organizational skills.
• Ability to work under pressure and produce measurable results.
• Ability to exercise diplomacy and demonstrate a flexible attitude.
• Recognizes and addresses personal and institutional assumptions and behaviours that create barriers to inclusion.