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BUSINESS PROCESS ANALYST

University of Washington
Seattle, WA Full-time
Posted on August 26, 2019
Req #: 170287
Department: INFORMATION SCHOOL (iSCHOOL)
Job Location: Seattle Campus
Posting Date: 07/26/2019 
Closing Info: Open Until Filled 
Salary: Salary is commensurate with experience and education 
Shift: First Shift 
Notes: As a UW employee, you will enjoy generous benefits and work/life programs.  For detailed information on Benefits for this position, click here.  

Although open until filled, priority application date is August 18, 2019.

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for five consecutive years. 

The iSchool has an outstanding opportunity for a Business Process Analyst (BPA). 

The Business Process Analyst (BPA) evaluates internal information needs and business processes at the Information School (iSchool), assesses appropriate tools and systems and recommends and supports the implementation of solutions that improve the quality and efficiency of internal processes and information sharing for the School.  Reporting to the Assistant Dean for Planning and Administration and working with iSchool leaders and other stakeholders, the BPA is a key contributor to developing and implementing solutions, managing change and communication and effective oversight of the iSchool’s business and internal communication infrastructure.

The BPA is tech savvy, embraces interacting with users and stakeholders, enjoys problem solving, has a customer-support approach and can document processes and communicate effectively with a user-friendly approach.

In the iSchool, there is an expectation that all faculty and staff will step up where they see an opportunity to apply their special expertise or talents, speak up when they identify opportunities or concerns, and lead by taking actions that exemplify the iSchool’s core values.  Leadership within the iSchool is expressed in diverse ways reflecting the variety of styles and cultures that are represented by our faculty and staff.

RESPONSIBILITIES:
Business Process and Data Management Analysis and Solution Implementation (30%)
The BPA serves as a project manager working with units to understand their processes, information flows and data management needs and develops systems that efficiently meet those needs. These systems may involve SQL databases, SharePoint applications, Google Team Drives, data visualizations (Tableau), data imports from central UW data sources, or workflows with DocuSign or Activity Insight.  The BPA…
• Identifies business policy issues and inefficiencies in business processes; assists with developing and implementing solutions; collaborates with iSchool IT to explore and implement technology solutions when appropriate.
• Manages process changes, including managing communications and expectations of unit personnel, stakeholders and leadership.
• Understands and can advise iSchool units on how to best utilize tools and systems available to the iSchool for gathering and sharing information (Catalyst, Canvas, OneDrive, Teams, Slack, etc.); assists units with decisions on where to store information for sharing and collaboration that are in alignment with iSchool guidelines and best practices (e.g., Google Drive vs. SharePoint vs. a local drive)
• Is a resource for answering questions and troubleshooting problems for business process, data management and business tool utilization challenges.
• May create training guides, FAQs, tutorials or other materials as needed.

Administrative Services Communication Support (25%)
The BPA provides support to the Assistant Dean for Planning and Administration and the Administrative Services units in ensuring that there is timely and effective communication to the iSchool community regarding policies, procedures, processes and general information needs.  The BPA…
• Supports and manages selected communication for the Assistant Dean for Planning and Administration (email responses, general announcements, scheduling group meetings, transcription of meeting notes, formatting and editing documents, meeting document preparation, etc.).
• In collaboration with Administrative Services unit staff, prepares policy and procedure documentation and manages regular communications and reminders (e.g., newsletters, process guides, policy site management, etc.).
• Assists Administrative Services units with process improvement initiatives.

Content Administration of iSchool Intranet on SharePoint (15%)
The iSchool utilizes SharePoint for its intranet.  The BPA works with units and committees to understand critical information that needs to be shared and accessible to iSchool staff, faculty and, in some cases, students.  The BPA…
• Leads and supports the development and maintenance of the iSchool’s “public” intranet sites; oversees the maintenance of a consistent look, feel and functionality.
• Leads, supports and assists units with SharePoint site design, modification, and the development of site management and maintenance processes; including supporting staff in advancing their skills and enhancing their SharePoint sites.
• Collaborating with iSchool IT, continuously reviews the SharePoint site in terms of function and esthetics to ensure ease of navigation and visual appeal; making recommendations for implementing enhancements.
• Regularly reviews public content on the intranet for clarity and timeliness (broken links, clearly outdated material); works with units to ensure accuracy.
• Develops, manages, and maintains main intranet landing page, directories or libraries used for central navigation.

Activity Insight Administration (10%)
Activity Insight (AI) is a remotely located, third-party, customizable online database for collecting and reporting faculty research, teaching, and service activities and products. The BPA...
• Implements modifications to the AI data capture and report capability to support the needs of the iSchool.
• Engages with stakeholders across the School who use AI to ensure data accuracy and appearance, review best practices, discuss problems/concerns, and consider new uses for the tool.  Maintains iSchool user accounts.
• Works with AI vendor programmers to modify existing or design new screens and reports; serves as the vendor liaison for managing work requests and advocating for database structure and report design changes.
• Develops and maintains systems, documentation and communications covering all aspects of use and administration of Activity Insight, including training materials for faculty and staff users.
• Integrates data from AI into iSchool metrics for external and internal reporting as required by the Dean.
• Maintains a high-level, working knowledge of source UW data systems (Electronic Data Warehouse, MyGrad Program, Student Database) for integration with AI.

DocuSign Administration (10%)
The BPA leads and supports the design, development and set-up of DocuSign processes in the iSchool’s and supports users on maintenance and problem solving.  The BPA works with units to understand and, in some cases, improve process flows, form design and process review/approval requirements.  The BPA…
• Engages with iSchool units to assess, analyze, document and serve as a general guide in the appropriate use of DocuSign to improve efficiency.
• Liaises with UW eSignatures team, including submitting documents for required risk/security approval, problem solving and submitting work requests.
• Builds best practices and provides day-to-day end-user support and problem resolution to faculty and staff pertaining to DocuSign solutions. Creates training and process materials.
• Works with iSchool units to design templates and workflows and ensures that DocuSign implementations and configurations meet requirements.

Electronic Records and Document Management (5%)
The BPA advises on and supports the design, development and set-up of electronic document and records management processes in the iSchool and supports users on maintenance and problem solving.  The BPA…
• Works with units to understand their UW records management compliance requirements and business document management and storage needs; assists them in converting to compliant electronic processes where feasible and desired.
• Develops records maintenance best practices and ensures that units understand how to identify and retain authoritative documents and eliminate interim drafts and copies.
• Serves as liaison with UW Archives to determine proper disposition of research files and other scholarly records of faculty who have retired or died.
• In collaboration with iSchool IT and UW IT, establishes and maintains iSchool electronic document policies and procedures.

Other (5%)
• Attend School meetings and University meetings as needed.
• Participate in professional development opportunities to expand knowledge base for the position.

Position Complexities
The Business Process Analyst independently manages critical pieces of Information School electronic records and process infrastructure requiring a high level of technical skill, good decision-making ability under deadlines and the ability to work with and teach a variety of individuals of varying skill levels.  It is critical to have an individual on staff person who understands the technical workings of the systems utilized by the iSchool in order to ensure the end products are usable for reporting and sharing with other online systems and support iSchool business processes effectively and efficiently.  This individual must be able to make decisions independently that will impact the reporting capabilities of the School in relation to faculty research, teaching and service and the efficiency of all iSchool operating units.

Impact to the University
As a top ranked Information School both nationally and internationally, it is imperative that our faculty receive support in a number of areas so they may focus on teaching and research.  Activity Insight provides a one stop shop for updating faculty and PhD information that can be downloaded to a number of reporting structures including CVs, the iSchool website for marketing, and other reports as needed.  This consistency in reporting will provide us with the ability to more clearly articulate to our constituents the impact of our faculty work which can improve the quality of student applications and our ability to gain funding from a variety of entities.  This position has a high level of impact on the effective, efficient and compliant use of the iSchool intranet, electronic document management and internal businesses processes, which are critical for supporting the employees and work processes of the iSchool.

REQUIREMENTS:
• Bachelor’s Degree in Informatics, Business Administration, Information Management, or a related field.
• Minimum of four years’ experience in positions that included business process analysis, project management, or user support for implementation of software solutions.
• Experience with database design and analysis.
• Advanced skill in Microsoft Office Applications (Outlook, Word, Excel and Access) and email and site development experience in SharePoint.
• Must have excellent communication skills; both written and oral.
• Understand how to evaluate both business processes and technology solutions and can gather and analyze information from both sides.
• Able to work comfortably with a diverse population.
• Ability to work independently and as part of a team.
• Must have excellent problem-solving skills, the ability to manage competing priorities and multiple projects simultaneously.
• Proven ability in developing and documenting processes and change management.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

DESIRED EXPERIENCE
• Master's degree in Information Management or Business Administration.
• Prior work experience in an institution of higher education.
• Experience working with Tableau.
• Familiarity with user experience (UX) and user interface (UI) design principles.
• Working knowledge of Structured Query Language (SQL).

Application Process:
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process.  These assessments may include Workforce Authorization, Cover Letter and/or others.  Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.

The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu.