Systems & Process Specialist

Ambrose University; Calgary; Hybrid; CAD 36,000 - 48,000; Part time

Job summary

Ambrose University is seeking a Systems & Process Specialist (part-time 0.6 FTE) to optimize student systems, business processes, and data practices that support enrolment management and student services.

The role collaborates across the institution to improve process automation, reporting, training, and organizational change initiatives, with emphasis on the SIS, advising, and communications modules.

Qualifications

• Bachelor’s degree in a related field or an equivalent combination of education and experience.
• 3–5 years of experience in business process improvement, systems support, business analysis, or post-secondary administration.
• Experience with enterprise systems, data analysis, reporting, process improvement, and system implementation initiatives.
• Experience with student information systems and post-secondary registrar functions is an asset.

Responsibilities

• Maintain and support system configurations, workflows, forms, business rules, and operational processes to ensure efficient service delivery.
• Identify opportunities for workflow automation and process standardization and assist in implementing approved improvements to improve the student experience, including the SIS modules.
• Document business requirements, process changes, testing outcomes and operational procedures.
• Analyze existing business processes and provide solutions in collaboration with IT.
• Configure and maintain SIS functionality to support Registrar operations across registration, terms, course sections, programs, grading, student records, and graduation workflows.

Skills

Business analysis

Data analysis

Process improvement

Stakeholder collaboration

Training development

Communication

Project coordination

Documentation

Education

Bachelor’s degree

Tools

SIS (Student Information System)

Reporting tools

Enterprise systems

Job description

The Systems & Process Specialist is a part-time (0.6, FTE) position that provides optimization and continuous improvement of student systems, business processes, and data practices that support enrolment management and student services. Working collaboratively across the institution, the incumbent supports process improvement, system enhancements, workflow automation, reporting, training, and organizational change initiatives. Through business analysis, systems expertise, and stakeholder engagement, the Systems & Process Specialist helps advance institutional priorities and maximize the effectiveness of student systems and services.

Reporting Relationships

Reports to: Assistant Registrar

Duties and Responsibilities

Systems and Process Improvement

• Maintain and support system configurations workflows, forms, business rules, and operational processes to ensure efficient and effective service delivery.
• Identify opportunities for workflow automation and process standardization and assist in implementing approved improvements to improve the student experience with specific attention to the student portal, advising and communications modules within the SIS.
• Document business requirements, process changes, testing outcomes and operational procedures.
• Analyze existing business processes and provide solutions in collaboration with IT.
• Configure and maintain Student Information System (SIS) functionality to support Office of the Registrar operations, including registration periods, academic terms, course sections, program requirements, grading processes, student record management, graduation workflows, forms, permissions, and related business processes.

Data Integrity, Reporting and Analysis

• Promote and maintain the accuracy, integrity, and consistency of student and administrative data by investigating and resolving data discrepancies and process issues.
• Develop and maintain reports, queries, dashboards, and data extracts to support operational, and strategic reporting requirements.
• Analyze data, business processes, and system functionality to identify trends, opportunities, risks, and recommendations for improvement.
• Support data governance, privacy, compliance and audit requirements through accurate data management practices.
• Collaborate with stakeholders to improve data practices and reporting accuracy.

Stakeholder Collaboration and Support

• Partner with internal and external stakeholders, acting as a liaison between business users, technical teams, and external partners.
• Develop, maintain, and communicate procedures, process documentation, user guides, training materials, and support resources.
• Design and deliver training and coaching that promote effective adoption and use of systems and processes.
• Provide guidance and support to staff in the effective use of student systems, business processes, and reporting tools.
• Participate in professional development and perform other related duties as assigned.

Qualifications

Education and Experience

• Bachelor’s degree in a related field or an equivalent combination of education and experience.
• Three to five years of experience in business process improvement, systems support, business analysis, or post-secondary administration.
• Experience working with enterprise systems, data analysis, reporting, process improvement, and system implementation initiatives.
• Experience with student information systems and post-secondary registrar functions is an asset.

Skills

• Demonstrated ability to maintain, troubleshoot, document and improve operational systems and business processes while collaborating effectively with technical and non-technical stakeholders.
• Strong analytical and problem-solving skills, with the ability to assess complex processes and identify practical solutions.
• Effective business process analysis, documentation, and continuous improvement skills.
• Strong data analysis, reporting, and information management capabilities.
• Excellent verbal and written communication skills, including the ability to explain complex concepts to diverse audiences.
• Strong organizational and project coordination skills, with the ability to manage multiple priorities and deadlines.
• Proficiency in business applications, enterprise systems, and reporting tools.
• Ability to develop and deliver training, procedures, and user support materials.

Personal Characteristics

• Be in agreement with Ambrose’s values, mission, vision, and statements of faith.
• Must have a quality of spirit that will be reflected in a growing relationship with God and interpersonal relationships.
• Collaborative relationship-builder who works effectively with diverse stakeholders.
• Service-oriented and committed to enhancing the student and employee experience.
• Curious and inquisitive, with a desire to learn, improve, and explore new approaches.
• Adaptable and comfortable working in a changing environment.
• Self-motivated and able to work independently while contributing to team objectives.
• Demonstrates sound judgment, discretion, and professionalism when handling sensitive information.
• Detail-oriented and committed to accuracy, quality, and continuous improvement.

Other

• Ability and willingness to support projects or duties outside of the assigned position description as organizational needs evolve.

Duties and responsibilities performed within one’s capabilities that do not constitute a major change may be added, deleted, or changed at any time at the discretion of the supervisor either orally or in writing.