Functional Analyst

RO EnrolSys&Service Innova

Competition No.  -    S101549123
Posting Date  -    Dec 07, 2022
Closing Date  -    Will remain open until filled.
Position Type  -    Full Time - Operating Funded
Salary Range  -    $63,663 to $88,722 per year
Grade  -    11
Hours  -    35

This position is a part of the Non-Academic Staff Association (NASA).

This position has a term length of 2 years and offers a comprehensive benefits package which can be viewed on our Benefits Overview page.

This will be used to fill three vacancies and may be used to fill future vacancies. 

Location - Work primarily takes place at North Campus Edmonton. 

Working for the University of Alberta 

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Department/Faculty Summary

Are you an ambitious, collaborative and service-focused professional who loves to work in a dynamic and challenging environment? Someone who is passionate about leading teams and stakeholders through transformational change and digital transformation initiatives?

Enrolment Systems & Service Innovation (ESSI) within the Office of the Deputy Provost Students & Enrolment is responsible for providing functional support of the University’s enrolment systems. ESSI is responsible for service design, improvement and innovation focused on improving the student experience through digital transformation initiatives.

Our innovative and dynamic environment provides you with boundless opportunities for engaging work within diverse and multidisciplinary teams. A high level of collaboration within the university allows you to build professional networks with meaningful relationships, and cultivate new skill sets through our well-established learning and development programs. Our greatest asset is people who make up the U of A community.

An exciting opportunity exists for a highly motivated and enthusiastic individual to join our team of professionals as a Functional Analyst.

Position Summary

With this unique expertise, the Functional Analyst is responsible for the system configuration that ensures the University’s enrolment related processes run efficiently, accurately, and on time. The Functional Analyst will collaborate with other Enrolment Systems and Service Innovation team members to identify and implement opportunities for service innovation by working with unit subject matter experts from across the Office of the Registrar (RO) and stakeholders across campus to improve processes and fully utilize available systems. As stewards of enrolment systems, the Functional Analyst furthers the University’s ability to make informed decisions through the development and maintenance of timely functional queries and reports that provide users valuable information to support their processes and decision making.


  • Builds meaningful relationships with client groups and stakeholders in order to provide day-to-day advice and support to RO management, RO users, and on-campus stakeholders related to enrolment systems and system functionality across student recruitment, admissions, class schedules, final exam scheduling, tuition and fees, course registration, the student record, continuing education, student financial support, convocation, and student service functions.
  • Supports the RO’s use of a variety of enrolment management and third-party systems, including Campus Solutions, Slate, Bear Tracks, Electronic Document Records Management System - Alfresco, MyCreds, Ad Astra, Online Withdrawal Exceptions system (OWE), and Blackbaud Award Management. Additionally, the position may liaise with external agencies in support of the provincial Alberta Post-Secondary Application System (APAS) and the Program Registry System (PRS) for student loans.
  • Understands the business processes followed by the RO and how those processes can be best supported by the available enrolment systems, including analyzing the interaction between Campus Solutions and peripheral/third-party systems.
  • Consults with business users and stakeholders to provide support in capturing business requirements and provide options, advice, and/or recommendations regarding system solutions or changes.
  • Continually assesses and seeks ways to improve the systems utilized by the RO with a view of improving efficiency, accuracy, and student experience.
  • Drafts Change Requests (CRs) to initiate new development and modify existing processes and customizations, identifying the issue, expected outcome, and suggestions for problem resolution.
  • Participates in system upgrades, the design and development of new modules and/or processes, and the implementation of new solutions that will enhance business processes and user experience.
  • Prepares testing strategies and performs validation testing related to system upgrades, changes to functionality, and/or bug resolution.
  • Configures Campus Solutions tables and third-party systems to support operations in alignment with business requirements. This includes coordinating annual processes necessary for upcoming terms and maintaining/updating configurations as necessary throughout the cycle.
  • Initiates and coordinates operational processes (e.g., batch processes), taking into consideration operational requirements and timelines, as well as stakeholder impacts.
  • Conducts first-stage investigations into issues raised by students and staff. Collects relevant information to identify the source of the issue, formulates a solution and/or documents complex issues for escalation as appropriate. Where an immediate solution is not forthcoming, design and implements interim solutions. Upon resolution, communicates the resolution and procedure to end users.
  • Supports and implements process automation scripts to automate high-volume rules-based processes and tasks.
  • Collaborates with stakeholders to support the creation and maintenance of process and system documentation, providing particular expertise on system-related information.
  • Shares knowledge and provides training to unit subject matter experts and internal trainers to ensure system functionality and processes are understood by system users.
  • Monitors and facilitates the updating of public-facing information and/or communications related to electronic services and system-driven processes to ensure clarity and accuracy with the current state.
  • Investigates and analyze data requests to determine expected outcomes, business/stakeholder requirements, and the best method for generating and accessing the information.
  • Develops queries and/or compiles data from relevant sources per the expected outcomes and requirements, distributing the results and/or providing appropriate access to the queries to enable self-service for business users in the future.
  • Provides analysis and explanation of query results to help senior leaders, business units, projects, and/or end users understand the data and make informed decisions.

Minimum Qualifications

  • Minimum post-secondary degree or diploma in a related discipline; equivalent combinations of education and experience will be considered.
  • Minimum of two years of related experience working with student administration systems in a post-secondary environment (PeopleSoft Campus Solutions and/or Slate experience is ideal).
  • Demonstrated competence and aptitude for working with technology. 
  • A thorough knowledge of University regulations, especially in the areas of registration and enrolment functions.

A logical and analytical mind with:

  • An aptitude for problem-solving.
  • An ability to differentiate between solving a symptom vs. identifying the root issue.
  • An ability to address current problems, while projecting and preventing potential future issues.
  • Strong organizational and time management skills; an ability to complete tasks and deliver expected outcomes under tight deadlines. 
  • The ability to communicate effectively, collaborate with business users/stakeholders and work harmoniously with others.
  • Experience in business process mapping using tools such as Visio, Lucidchart, etc
  • Excellent written and verbal communication skills.
  • Agile and adaptable; capable of shifting focus as priorities change.
  • Self-motivated; takes the initiative and is resourceful

Preferred Qualifications

  • Experience with project management methodologies is an asset.
  • Business analysis certificate and knowledge of PSQuery, PeopleTools, PeopleCode, SQR, XML, SQL, HTML/Javascript and Adobe products are assets.

How to Apply

Apply Online

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

The University of Alberta is committed to an equitable, diverse, and inclusive workforce. We welcome applications from all qualified persons. We encourage women; First Nations, Métis and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression; and all those who may contribute to the further diversification of ideas and the University to apply.