Business Systems Analyst 3

Payroll Title: BUS SYS ANL 3

Job Code: 7584

Job Open Date: 7/25/2024

Application Review Begins: 8/9/2024

Department Code (Name): FACM (Facilities Management)

Percentage of Time: 100%

Union Code (Name): 99 Non-represented

Employee Class (Appointment Type): Staff: Career

FLSA Status: Exempt

Salary Grade: PSS/22

Hiring/Budgeted Salary Range: The budgeted salary range that the University reasonably expects to pay for this position is $93,000 to $105,000/year.

Full Salary Range: The full salary range for this position is $77,000 to $139,200/year. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University.

Work Location: Navigator Building 897

Working Days and Hours: M - F; 8am - 5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations)

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

Business & Financial Planning provides financial support to Campus, and all Design, Facilities & Safety Services units for Capital, Operating, Deferred Maintenance, and work order projects; UCSB Utilities including sustainability and solar projects.

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties:

Under the direction of the Business & Financial Planning Manager, the Business Analyst supports Design, Facilities and Safety Services (DFSS) in the areas of: financial reporting and strategic planning; identifying business process and internal control issues and problem solving through analysis of business systems and user needs; and, designing complex databases, queries, reports and user interfaces. Documents complex business processes and systems; prepares plans and proposals for the improvement of systems, procedures and processes; writes test scripts and tests system changes; reconciles shadow systems; ensures business continuity; develops reports and tools for internal and external clients. Maintains high level of proficiency in database and query tools such as SQL Server, Excel, Access and Hyperion. Possesses solid operational and capital accounting skills, general ledger reconciliations and budget transactions, and campus financial systems. Possesses ability to work under deadline pressure, handling multiple projects concurrently, and dealing with sensitive and confidential issues.

Required Qualifications:

• Bachelor's degree in related area and / or equivalent experience / training
• Excellent oral and written communication and analytical skills.
• Excellent time management skills and the ability to multitask, set priorities, and follow up in a timely manner.
• Excellent computer proficiency in business office software and cloud collaboration tools (word processing, spreadsheets, databases) are essential to this position.
• Advanced knowledge of Microsoft tools (Access, Excel, Word, SharePoint) or similar tools. Advanced Excel knowledge and experience (macros, vlookups, pivot tables) as well as experience working with large data projects, data sets, and data extraction and transformation.
• 1-3 years Experience with financial reporting tools, such as Power BI or Tableau.
• Advanced Knowledge of business and process analysis functions.
• Knowledge relating to the design of processes and software across the organization.
• Advanced skills and methodologies associated with software design, modification and implementation.
• Knowledge of business analysis processes and procedures and alignment and compliance with applicable policy and regulation.
• Knowledge of related areas of IT.
• Strong critical thinking , persuasion/negotiation, mentoring, leadership/management, problem solving, human resources policies and procedures relating to management responsibilities.
• Excellent oral and written, qualitative and analytical skills.

Preferred Qualifications:

• 1-3 years Experience with analyzing and assessing business needs to determine how people, business processes and computer technology can be used to help accomplish the departmental objectives.
• 1-3 years Experience with database tools, such as MS SQL Server
• Advanced knowledge of business and process analysis functions.
• Knowledge of business analysis processes and procedures and alignment and compliance with applicable policy and regulation.
• Experience with enterprise level financial systems, such as PeopleSoft or Oracle Financials
• Experience with CMMS (Computerized Maintenance Management System) and Project Management Software
• Knowledge relating to the design of processes and software across the UC system and/or UCSB campus.
• Knowledge of UC/UCSB Policies relating to accounting, procurement, HR, construction, or facilities management.

Special Conditions of Employment:

• Satisfactory criminal history background check
• UCSB is a Tobacco-Free environment

Job Functions and Percentages of Time:

• 50% SYSTEMS ANALYSIS, ARCHITECTURE AND MAINTENANCE - Analyzes and architects highly complex custom databases and reports drawing from numerous internal and campus data sources based on organizational needs and management strategic recommendations. Continuously and systematically reviews systems and processes, identifying needs regarding system design and reporting to comply with changing feeder and downstream systems, policies and control requirements. Collaborates with division and campus partners to plan, design, test and implement systems and integrations. Works on issues that impact project success while addressing future concepts of dependent systems at various stages of systems development life cycle (SDLC). Participates in multiple cross-functional teams to address complex business and systems issues. Creates functional specifications and review technical specifications. Creates test scripts and plans for implementing new systems, upgrades and process improvements. Troubleshoots issues and tests resolutions to approve for production environment. Creates training documents and scenarios for systems integration and user acceptance testing.

• 40% ANALYTICS AND SPECIAL REPORTS - Supports the financial business & systems operations of DFSS utilizing various data sources unique to campus. Creates highly complex scripts and business processes to produce financial budget and forecast reports across multiple operational units, reconciles systems data and recharge operations in approximately 170 distinct funds and 190 distinct accounts, with approximately 400 account-fund combinations. Unique to campus, creates project management and monthly billing reports that are available to campus in Data Warehouse encompassing 1,000 projects and 9,000 work tickets; real-time internal project management system/summarized & detail reporting for the following: 1. Design & Construction Services with operations of $6M, including: Capital Projects of $200M-$600M; Small Projects; and, Construction Contracts. 2. Facilities Management with operations of $35M, including: Building Maintenance; Custodial Services; Grounds Maintenance; Superintendence; Utility Support; and Stockroom ($18M in annual purchases). 3. Environmental Health & Safety with operations of $6M. 4. Special Reporting / Programs, including: Bikeways, with state and student support funds; Deferred Maintenance $3M-$7M annually; Infrastructure Maintenance Partnership; and, Purchased Utilities $13M. Analyzes transaction requests and approves or rejects based on evaluation of the sufficiency of funds, appropriateness of funding source, and conformity of the transaction with the University Accounting Manual, the State Budget Act, and other controlling regulations. Prepares and reviews the monthly capital financial status reports and updates forecasts for all major capital projects and distributes same for review to project managers, campus partners, and Budget Office. Maintains the reporting and reconciliation for capital construction project accounts.

• 10% SUPPORT FOR SPECIAL PROJECTS - Assists in recharge rate analysis, campus rate surveys, assess feasibility of scenarios and reporting. Develops tools for managers to use to project costs for special projects, budget staffing models, and the multi-year financial implications of various scenarios. Assists in annual inventory count adjustments and reporting. Provides direct backup support to the Financial Managers, Financial Analysts and Accounts Payable Assistant.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.
As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals** must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit:

* UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information
* University of California Policy on Vaccinations - With Interim Revisions - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Note: The Policy on Vaccination Programs - With Interim Revisions was updated effective August 16, 2023. A systemwide review of this policy will take place in Fall 2023 with an expected issuance/effective date in early 2024.

**Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement:

UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.
For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

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