Business Systems Analyst

University of Florida

job description

JOB NO:523711

WORK TYPE:Staff Full-Time





Data Management Analyst III


The Business Systems Analyst supports change management, gathers requirements, and documents complex technical business processes to reduce risk in the organization. Reporting to the Interim Director of Project Management & Business Analysis, this position serves ensures best practices in project management, business analysis, and change management. Project Management & Business Analysis collaborates closely with Advancement teams on institution-wide strategic initiatives to develop, document and implement departmental and organizational priority projects, process improvements, and procedures.

Role and Responsibilities:

Business Systems Requirements & Documentation

  • Serve as systems analyst ensuring a consistent approach to documentation of complex technical data system processes and procedures:

    • Work across operations to obtain an in-depth understanding of technical data processes and systems, and how data moves through the systems, including data warehouses, integration layer software, structured query procedures, business intelligence software and access databases which function to support our CRM.

    • Assist with data clean up and business rule documentation.

    • Guide teams by facilitating discussions to gather, break down, and understand complex requirements from the process owners and translates them into functional and technical requirements.

    • Coordinate and/or attends planning sessions with process owners to analyze and define technology needs and requirements:

    • Document as-is complex technical business processes, the root problems and limitations of the current process or tool, and articulates how a new solution, process, or application would meet the needs of all users.  

  • Document discussion and agreements.

  • Develop process flows, swim lane diagrams and use-cases to illustrate as-is and to-be states to demonstrate to business stakeholders that needs have been fully captured.

  • Produce high-quality documentation targeted primarily to technical staff including visualization, schemas, workflows, technical field mapping and procedures.

  • Create tutorials to help end-users use a variety of applications.

  • Write easy-to-understand user interface text, online help, code documentation and workflows, and developer guides.

  • Create and maintain end user and business user report documentation and consults with report designers to maintain consistent standards across reports and systems.

  • Co-create and maintain data dictionaries for reporting systems, data warehouse, and applications.

  • Work within teams to map legacy system processes to new system functionality.

Change Management

  • Follow, track and report on defects in technical processes.  Work with lead testing coordinator to identify and remove impediments and reduce risk.

  • Serve as a liaison for new reports and processes between the object architects and end users.

  • Acts as liaison between the customer, project manager and the technical team.

  • Attend meetings during all phases of technical process development or review to gather and document current and future state business rules, processes, and technical requirements.

  • Meet regularly with subject matter experts to refine understanding and improve technical documentation.

  • Capture and encourage consensus in meetings and in final materials.

  • Monitor project timelines and milestones and follow up on action items.

  • Communicates gaps and process intersections across departments to understand impacts.

  • Assist with testing processes, reports, and other systems to assist with change management, documentation, and compliance with business rules.

  • Manage business decision tracking for business processes.

Content Architecture

  • Assist in the development of the information architecture to house user documentation for both internal and external documentation: 

    • Apply version control standards for access to reference materials for varied audiences.

    • Encourage subject matter expert contributions.

    • Analyze existing and potential content architecture, focusing on reuse and single-sourcing opportunities.

Internal Communication Support

  • Serve as a subject matter expert in data processes:

    • Synthesizes business rules, policies and procedures into impactful end user materials including 1-pagers, videos, tutorials, technical documentation and workflows targeted for varied audiences.

    • Presents materials to support communication of policies and procedures across departments.

    • Supports communication plans as developed in projects to ensure communication both internally and externally.


Commensurate with education and experience.


Master’s degree in an appropriate area of specialization and two years of appropriate experience; or a bachelor’s degree in an appropriate area of specialization and four years of appropriate experience.


The ideal candidate will possess:

  • Proven experience documenting business processes, business rules and system diagrams.

  • Two years’ experience in development operations as a systems analyst.

  • Three years’ experience in business process mapping and documentation.

  • Experience in change management in large complex organizations, preferably in higher education.

  • Proven experience in eliciting business and technical requirements, and acceptance criteria for large technology implementations, programs and projects with multiple technology partners/teams and varying methodologies.

  • Creative approach to problem-solving with the ability to focus on details while maintaining view of the big picture.

  • Demonstrated proficiency in workflow visualization, MS Excel graphs and charts, MS PowerPoint, MS Word, and internet browsers is required. 

  • Working knowledge of donor database record management and tracking system in a fund raising or development environment.

  • Proven experience with SQL (structured query language), business intelligence tools, Visio, SharePoint, hypertext content management (wiki), and Adobe Suite are highly preferred.  Ability to adapt to future technologies.

  • Exposure to process mapping and analysis and experience in requirements definition, selection and/or hands-on implementation of enterprise software solution, or mid to strong experience with software solutions in an educational setting are highly desired.

  • Demonstrated ability to evaluate, learn and effectively use software programs, such as ERP (enterprise resource planning), CRM (customer relations management), or other platforms is preferred.

  • Strong analytical and decision-making skills.

  • Highly effective interpersonal skills and ability to interact effectively with a broad range of expertise and seniority, and elicit cooperation without direct authority.

  • Excellent project management skills. 

  • Willingness to work as an individual contributor and as an integral part of a team.

  • An outstanding communicator and possess excellent written and verbal communication skills; interpersonal skills; and the ability to work collegially and interact effectively with a diverse constituency.

  • Competency in problem solving.

  • Ability to be flexible, thorough, accurate, and detail-oriented.

  • An appreciation for and support of diversity in the workplace in all its forms; proven success working with stakeholders; project management skills; experience in a data-driven environment; organizational skills; and the ability to lead, influence and motivate others are required.

  • Ability to establish priorities with high degree of independence, manage shifting priorities, and numerous time-sensitive projects to meet multiple deadlines using excellent organizational skills.

  • Knowledge of ethical and best practices of the Association of Prospect Researchers for Advancement (APRA), Council for the Advancement and Support of Education (CASE), Association of Advancement Services Professionals (AASP) and other relevant associations.


In order to be considered, you must upload your cover letter, resume and three references.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.


contact information

business: University of Florida
address: UF Office of Government and Community Relations
Gainesville, FL 32611
phone: 352-392-7772 (Call Now)

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