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Position Detail - Administrative Systems Analyst

Administrative Systems Analyst

Apply now Job no: 492627
Work type: Staff Full-time
Location: South Hadley, MA
Categories: Administrative/Executive/Office Support

Position Type: Staff Full-time

Hours per week: 37.5   

Weeks per year: 52

Work Schedule: M-F 8:30am - 5pm 

Department Summary & Job Purpose:

Working under general supervision, the professional and graduate education administrative systems analyst provides technical and business system support to academic and administrative areas. Through an expert understanding of data relationships and configuration of administrative, admissions and student information systems, the systems analyst has responsibilities including: gathering requirements, writing functional specifications, creating business process documentation, creating reporting and data visualizations, setup and configuration of academic computing systems, testing, and troubleshooting.

The systems analyst has responsibility for ensuring our key systems and applications operate in a manner that enables staff to leverage system capabilities and be operationally efficient.

The analyst must take a broad, cross-departmental view of the organization; understand higher education, admissions, enrollment, organizational and departmental policies, processes and procedures; and promote the effective use of the campus technology and applications to meet organizational goals and needs.


Core Job Duties and Responsibilities: 

  • Lead activities related to applications implementation and management. Analyze system data, processes and system interactions to identify and evaluate impacts of updates to on-going production and methods for accessing, using and/or migrating data.
  • Analyze and implement interfaces with other campus and enterprise systems.
  • Exercise meticulous care in the maintenance, control, and accessibility of sensitive and confidential information. Ensure appropriate security and access to student data in adherence to the Family Educational Rights and Privacy Act (FERPA) and other regulatory guidelines. Manage system security, including: user role profiles, underlying structure of roles and permission lists, and perform audits. Manage records in compliance with all college policies and procedures.
  • Serve as contact/liaison for functional users, the systems vendor(s), IT technical staff. Provide application-level expertise, bridging the gap between the user and technical staff.
  • Work with IT staff in the technical support of multiple enterprise applications and databases. 
  • Identify opportunities for business process improvements, analyzing current practice and implementing best practices.
  • Identify and work with stakeholders and clients to analyze business rules and process requirements for new services and enhancements to existing services or reports.
  • Identify and analyze complex, ambiguous and/or conflicting work processes, information management and reporting issues. Develop and refine business processes and entity relationships. Diagram data flow and data relationships. Promote standardization in utilizing enterprise application systems.
  • Consult with key stakeholders on systems and process alternatives capable of addressing and resolving their business needs; recommend work process and/or operating changes to complement technology options resulting in improved business processes and student services; translate business needs into technical design specifications. 
  • Develop and provide end-user training.
  • Update and maintain system documentation (data dictionaries, technical manuals, design specifications, etc.).
  • Provide recommendations to department managers and Application Services staff on departmental needs for additional training, report customizations, system enhancements, upgrades, etc. 
  • Ensure applications, features and modules are functioning correctly. Consult, interpret, and troubleshoot issues with key stakeholders to ensure system accuracy. Conduct quality assurance reviews.
  • Provide timely and accurate support for supported applications for internal and external users. Work with the users to understand, resolve problems and ensure proper follow-up. Refer problems to the helpdesk and/or the vendor, as needed. Keep good documentation of all issues, pending and resolved.
  • Develop expertise to test, adjust, and maintain ongoing and new setup and configurations. Design parameters for test environments and testing scenarios.
  • Troubleshoot, research and resolve system issues. Identify types and root causes of test problems and production issues and work with clients and technical staff to report issues, and recommend and implement solutions; respond and resolve end-user support requests and problems. Create workaround procedures when standard procedures have failed and ensure issues are resolved in a timely fashion. Escalate urgent problems requiring more in-depth knowledge to appropriate internal and external resources. 
  • Research and deliver new ways of leveraging existing data to provide data-driven insights using interactive reports and dashboards, building analytical capabilities that align technology with strategic initiatives at the college. Create specifications for, or directly create, reporting and data visualizations using products such as Tableau, Business Objects, and other query tools, to collect, organize, and display data from a variety of sources. Create, maintain, and publish queries, reports, visualizations, dashboards, and metrics for use internally and externally as appropriate.
  • Collaborate with end users, departmental directors, vendors, and others to understand information needs, develop reports to meet needs, and provide expert data insight based on thorough understanding of business processes and underlying data relationships to ensure correct results that also adhere to data privacy and security policies.
  • This position has frequent daily contact with all departmental staff to maintain workflow, address concerns/problems; make adjustments to work procedures, or to interpret established procedures. The systems analyst will also have regular contact with staff across the division and campus to furnish, obtain or exchange information, including serving on committees on behalf of the division. Special contact to facilitate and promote joint action/cooperation with the registrar’s office, student financial services, and the library and information technology services division. There will be moderate contact with vendors and outside service providers to make adjustments and resolve service issues. There may be occasional contact with applicants, students, faculty, or outside partners to maintain workflow, address concerns/problems, and/or use and interpret established procedures. 
  • This position has no direct supervisory responsibility. 


  • Bachelor’s degree in information/computer science or management information systems (MIS) and 5 +years' relevant/progressive experience or an equivalent combination.
  • Experience in higher education working with enrollment management, admissions, financial aid, and/or registrar's office. Experience with requirements gathering, specification creation, development, report writing, testing, and production support.
  • Ability to work independently yet also coordinate effectively in a team environment. Strong interpersonal diplomacy, and communications. Ability to build and maintain effective relationships that improve internal operations within and outside of the department.
  • Exceptional analytical, critical thinking and problem-solving skills. Demonstrated ability to analyze system data, conduct data reconciliations, troubleshoot problems, interpret operational needs, see relationships between components and order components in priority, develop integrated creative solutions, prioritize work and exercise independent judgment based on an understanding of institutional policies and activities.
  • Excellent attention to detail and follow through. Ability to manage multiple tasks and meet deadlines.
  • Working knowledge of database architecture, terminology, processes and an understanding of database-based application system design and planning activities.
  • Experience with design and implementation of data analytics.
  • Demonstrate an understanding of how technology aligns to other business strategies and initiatives at the college.
  • Ability to create technical documentation. Ability to review technical design documents to ensure requirements are met.

Preferred Qualifications:

  • MA in a related discipline.
  • Experience in a higher education environment, project management, and working with a variety of internal and external stakeholders.


Physical Demands:

• Sedentary work: Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
• Talking: Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Sufficient clarity of speech required includes those which permit the employee to discern verbal instructions and communicate effectively in person and by telephone.
• Employee talks in front of large groups of people on a daily basis.
• Employee speaks with students and other faculty daily by telephone, e-mail, or in person on a daily basis.
• Repetitive motion: Substantial movements (motions) of the wrists, hands, and/or fingers.
• The employee is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and extensive reading.
• Employee is reading and correcting assignments, evaluating student writing, presentations, projects, research assignments, etc.
• Employee operates office equipment and computers to perform essential duties and responsibilities.

Working Conditions: 

• The employee is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).  

Background Checks:

Mount Holyoke College is committed to providing a safe and secure environment, supported by qualified employees that will allow all of its students, faculty, staff and those associated with them to successfully carry out the mission of the college. As a condition of employment, the College will conduct appropriate background checks for all new hires. Mount Holyoke has designated the Office of Human Resources as the office responsible for ensuring that background checks (CORI, SORI, Credit History, and Driver's Credential) are completed and utilized in the hiring process and Five College Office of Compliance and Risk Management as the office responsible for facilitating background checks as articulated in this policy.

Special Instructions for Applicants: 

Apply online by application deadline. Application materials must include 1) a cover letter summarizing
interests and qualifications, 2) a complete resume or curriculum vitae, and 3) contact information for 3
professional references. 

Mount Holyoke College is a women’s college that is gender diverse. The College is committed to providing equal access and opportunity in employment and education to all employees and students. In compliance with state and federal law, Mount Holyoke College does not discriminate on the basis of race, ethnicity, color, genetic information, sex, national or ethnic origin, religion, age, physical or mental disability, marital status, sexual orientation, pregnancy, gender identity or expression, ancestry, veteran or military status, or any other legally protected status under federal, state or local law. The College does not discriminate on the basis of gender in the recruitment and admission of students to its graduate program.

Mount Holyoke College is an Equal Opportunity Employer. 

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