State College of Florida, Manatee-Sarasota Job Description. Associate Vice President, Enrollment Services FLSA Status: Exempt Level: 211

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1 Job Description Job Title: Systems Analyst, Student Affairs Reports to: Associate Vice President, Enrollment Services FLSA Status: Exempt Level: 211 Job Summary: This position is responsible for supervising, implementing, coordinating and managing student affairs modules and systems, and reports for the Student Affairs division. This position is to provide technical assistance and support and to act as the liaison with Information Technology Services for maintenance, upgrades, system analysis, departmental reports, technical troubleshooting, security, database and report training and system performance evaluations. This position will be acting in a postsecondary enrollment management model responsible for supporting the data management efforts in the Student Affairs division by running regular reports as assigned and assisting with monitoring data integrity focusing on College-wide retention goals/programs. The position will also coordinate the distribution of data gathering, data tracking, as well as assist with training staff on the Customer Relationship Management (CRM) system, issues management and maintaining checks and balances regarding basic reporting skills. NOTE: Job Descriptions and essential functions are subject to change due to advances in technology, utilization of work force, and other factors which may impact the College s need to modify position requirements. Essential Duties and Responsibilities: The following listing of essential job duties indicates the general nature and level of work required in this job. This is not designed to be a comprehensive listing of all the activities, duties, or responsibilities that may be required in this job. Individuals assigned to this job may be asked to perform other duties as required. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities of the job. Applicants may be asked to demonstrate any or all of the following duties: Job Qualifications: The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 1. Supervises, coordinates, manages and assists with the implementation of all Banner and enrollment management/crm technology systems for the Student Affairs division and serves in a lead role for all technology initiatives for the division. 2. Serves as the Student Affairs division liaison with Information Technology Services serving as a member of the Banner User Group (BUG) team and assisting with securing technological services for needs within the division. Serves as primary technical liaison between Information Technology Services programmers as well as other institutional Job Description 10/2014 Page 1 of 6

2 offices to develop technical solutions in support of institutional strategic initiatives and specific enrollment and retention programs. 3. Serves as lead Argos report writer for the division by creating, maintaining, and distributing reports and training end users on report generation as requested by department directors. 4. Consults with department managers and data users to gather necessary information in order to create reports and implement strategic enrollment initiatives based on needs, objectives, functions, features and general requirements. 5. Uses data to analyze, define and document workflows, processes, interfaces, internal and external controls and general operating system management. 6. Writes technical specifications for programs/reports and assists with the development of timetables for completion of program development. 7. Creates codes, troubleshoots and manages administrative modules relating to outreach recruitment, admissions, registration, degree completion and document imaging. This includes the SIS system (Banner), the College portal, and other third party software (i.e. Hobsons, Credentials, etc). Facilitates and provides leadership regarding the automation and integrations between software/systems in use in Student Affairs in collaboration with Information Technology Services. 8. Researches and analyzes software and hardware for use within the Student Affairs division to assist department managers in preparing budgets/processes for new/advanced technologies. 9. Ensures the security of data for the division by monitoring and conducting periodic audits of data files for State and Federal Compliance. Serves as the division liaison with Information Technology Services for the creation of security classes and assists with security requests in conjunction with departmental directors. 10. Trains staff within the division in the use of the Banner and enrollment management/crm administrative systems as well as managing the imaging system. Creates training manuals and documentation and serves in the key role for support and training for the systems. 11. Develops and oversees testing plans for administrative module upgrades. Assists with running error checks and implementing technical resolutions. Monitors overall system performance. Monitors applicable list-serves for defects, upgrades and patches and works with Information Technology Services to implement the changes appropriately. Job Description 10/2014 Page 2 of 6

3 12. Serves as the lead web page designer and trainer for the entire Student Affairs division and ensures that all information posted on the web sites are current, accurate and consistent. 13. Ensures that all portal information and layout remains current, accurate, and consistent within the division and among departments. Trains and supports portal contributors. 14. Ensures compliance with all mandated state and national technology initiatives (i.e. FLVC.org and Electronic Data Interchange (EDI). 15. Troubleshoots, monitors and reports all Student Affairs reported technology issues by utilizing the help ticket system and ensuring all issues are resolved promptly and efficiently. 16. Collects and generates statistical information used for decision making and analysis for the Student Affairs division and its respective department/functional areas. 17. Serves on various other committees as assigned. 18. Other duties as assigned. Job Qualifications: The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education/Experience: Associate s Degree or equivalent from two-year college or technical school and two or more years related experience and/or training; or equivalent combination of education and experience. Previous functional and technical experience in a post-secondary academic and/or student affairs division is preferred required. Two or more years of direct technical/functional experience in the student affairs area is preferred. Supervisory Experience: Facilitates, coordinates and supervises activities/operations and personnel assigned for program development by Student Affairs directors and reports goals/outcomes to the Associate Vice President and Vice President for the division in the areas of enrollment management, including but not limited to admission, records, registration and orientation. This position will serve in a strong leadership role within the division with the responsibility of supervising, training and assisting the work of directors and their departmental staff. Job Description 10/2014 Page 3 of 6

4 Language Ability: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. Excellent English listening and speaking skills required. Math Ability: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Ability to apply concepts of basic algebra and geometry. Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram/chart, or schedule form. Computer Skills: The employee must have a thorough working knowledge of administrative software packages and an ability to analyze system setup and demonstrate resolutions to technical issues. To perform this job successfully, an individual should have advanced computer skills in all Microsoft office software applications. The employee must have demonstrated analytical skills with the ability to gather and compile data and prepare reports and can demonstrate a working knowledge of SQL and PL/SQL syntaxes. Certificates and Licenses: None required. Responsibility for People and Property: While this position does not have direct reports for supervision, the individual is responsible for ensuring equipment/programs are maintained and kept in working order for key departments within the Student Affairs division. The individual will be responsible for acting as the liaison with Technology Services when needs occur within the various departments to ensure resolution. Responsibility for Communication: Internal Contacts This position has routine contact with SCF faculty, staff and students at all levels. External Contacts This position has frequent contact with vendors; occasional contact with auditors, prospective and enrolled students, Florida Virtual Campus (FLVC) personnel and other Job Description 10/2014 Page 4 of 6

5 professional individuals/organizations. Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is moderate. Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use manual dexterity. The employee is frequently required to stand, walk, sit and reach with hands and arms and occasionally lift up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus. General Performance Standards and Expectations: In addition to satisfactory performance on all of the essential job duties and responsibilities for this job, all employees must fulfill the following basic performance expectations: 1. Mission and Goals: Each employee is expected to know the College s mission and goals. 2. Service Excellence: ALL employees will strive to provide outstanding service excellence to everyone they serve including students, the community, and fellow employees in accordance with Pride in Excellence standards as listed: RESPECTFUL Act in a courteous manner Actively listen to gain full understanding Demonstrate awareness of everything speaks Show empathy and caring RESPONSIVE Approach people in an inviting and pleasing manner Take ownership of actions and decisions Plan, anticipate, and be forward thinking Answer and return phone calls and s Use proper communication etiquette Banish the phrase not my job Provide assistance to all inquiries and follow through Job Description 10/2014 Page 5 of 6

6 ACCURATE Do it right the first time Be knowledgeable of product and how it interfaces with others Ask probing questions Use resources effectively and efficiently COLLABORATIVE Participate in teams Develop team skill sets Learn available resources to be responsive to your constituents Develop internal and/or external connections 3. Grooming and Appearance: employees are expected to maintain a neat and professional image at all times. When issued, College personnel must wear uniforms, and maintain a neat, clean, and well-groomed appearance. 4. Safety Awareness: employees are expected to work diligently to maintain safe and healthful working conditions, and to adhere to proper operating practices and procedures designed to prevent injuries. Employees are required to wear personal protective equipment as provided. 5. Attendance Standards: employees are expected to attend their work assignments and schedules at all times, in accordance with College Rules and Procedures. 6. Training: employees are expected to attend College-provided training sessions and meetings when deemed necessary. 7. Continuous Improvement: employees are expected to give attention to continuous assessment and improvement of the position s assigned set of duties and responsibilities Approvals: This job description has been reviewed and approved by the leaders whose signatures appear below. Title Signature Date Preparing Manager Department Budget Manager Area Vice President Director, Human Resources Job Description 10/2014 Page 6 of 6