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 Systems Analyst Coordinator

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Job DescriptionPosition Summary:

Under general direction of the Director of Advancement Services, the incumbent is responsible for day to day coordination of the activities of the Development Information System Analysts and overall Divisional responsibilities for training.

The systems analyst coordinator will also have primary responsibilities for projects relating to the priority requirements of the Director of Major Gifts which also includes Prospect Management, Gift Planning, Prospect Research and Prospect Records.

The incumbent will also work closely with Central and Divisional Development Officers and other Advancement staff, Administrative Management Systems on Development Information System related activities.

Duties and Responsibilities:

Designs data models, prepares screen mock-ups and system prototypes, logic diagrams and performs additional systems analysis functions and reviews functional areas to facilitate design and structural improvements to the Development Information System.

Performs complex analysis of all areas of the Development Information System, relating this analysis to divisional business processes, methodologies and operations so that operational efficiencies through the use of the system can be improved.

Coordinates the Development Information System related activities of analysts within the Division of University Advancement. This will be accomplished through standard setting, establishing accountability mechanisms, reporting on results and providing advice and consultation on the Development Information System related issues and activities.

Assists in setting up and maintaining all documentation and project timelines related to the the Development Information System plan and related projects in process with AMS and external vendors. Regularly reviews work schedules of the Development Information System analysts to ensure projects are progressing in accordance with project plans and agreed upon schedules.

Designs and coordinates comprehensive the Development Information System testing and testing routines to ensure that standards and consistency exist between the Development Information System modules and that projects in development will work according to user requirements and specifications. Ensures that the analysts and users complete all of the required testing for projects in development before these projects are completed and moved into production.

Coordinates the Development Information System analysts in preparing and implementing training programs, project documentation, help documentation and ensures that training and documentation is available within the Development Information System and on-line through the divisional Intranet. Also maintains a hard copy library of up to date documentation.

Ensures that cross-training takes place among the the Development Information System analysts an all phases of their work including a comprehensive understanding of the Development Information System online systems, data models, data extraction, and other facets related to ongoing enhancements to the Development Information System and subsequent extraction of data for reporting, downloads and other purposes.

Is an architect of and active developer and user of the the Development Information System data warehouse.

Creates the Development Information System specifications for enhancements, bug fixes, and modifications and ensures specifications are comprehensive, completed, logged and followed up on in a consistent fashion within appropriate time frames.  Involves the the Development Information System analysts in developing specifications.

Ensures that users with the Development Information System questions or training issues are responded to within an appropriate time frame by the analysts. Maintains monthly statistics on requests and projects requested/completed and utilizes these to monitor workloads and volume.

Recommends professional development and training activities for the analysts.


Development Information System Training:

Analyses job functions and the Development Information System related activities by interviewing staff and reviewing business processes so as to match training with job requirements.

Develops skills requirements schedules for the Development Information System related activities, regular course schedules and ensures that training programs are appropriately orientated to the particular user or group of users and that training activities can be specifically tailored and provided “on-demand” for individual users as required.

Ensures training programs are flexible and that they are responsive to individual user requirements and personalized accordingly.

Coordinates the creation, ongoing maintenance and upgrading of training programs that support the Development Information System job functions, designs course content, presentation materials, class notes, web notes, course evaluations, and evaluation forms and distribution standards for all training materials.

Provides courses related to new functions added to the Development Information System, and ensures that new functionality is communicated to the user community via email, through the monthly newsletter and on the divisional Intranet.

Coordinates and also delivers training to users via hands-on workshops, personalized instruction, instructor-lead seminars and electronic media and builds a long-term training environment by further developing training skills of the analysts and other  Development Information System users. Develops train-the-trainer materials and builds team of teachers.

Monitors course evaluations, registration and attendance and documentation usage statistics to help evaluate ongoing success and user commitment to the Development Information System training programs and determine where improvements can be made.

Coordinates the writing and maintaining of multiple categories of the Development Information System documentation by analysing the Development Information System functions and their relationships to Advancement operations.


Major Gifts, Prospect Management, Gift Planning, Prospect Research and Prospect Records:

Is the primary analyst responsible for enhancements, reports, changes and bug fixes for the Major Gifts, Prospect Management, Gift Planning, Prospect Records and Prospect Research areas of the Development Information System.

Demonstrates an in-depth knowledge of the Major Gifts and related functions including methodologies for tracking and managing a large complex prospect pool, intricacies of prospect research activities and a broad understanding of gift planning vehicles.

Works closely with other analysts and staff in the Major Gifts and related areas on a day to day basis to help ensure that the Development Information System projects related to this are completed on time and within budget.

Performs other duties and projects as assigned by the Director of Advancement Services.


Work Complexities:

Choice of Action:

Having sound knowledge of the Division’s mandate, priorities and deadlines, manages the analysts in establishing work schedules and projects, makes responsible recommendations to management on the Development Information System issues, and exercises judgement and discretion in the recommended selection and appraisal, training of staff and in resolving work and system complexities.

Helps to evaluate the analysts’ performance and recommends performance adjustments and salary changes to the Director of Advancement Services.

Instils a goal-oriented approach for the analysts consistent with achieving the Division of University Advancement’s objectives.

Consequence of Error:

Errors in accuracy, judgement, tact or communication could result in a significant loss of productivity and jeopardise the successful completion of Development Information System projects.

Failure to establish and monitor work schedules will result in an inability to meet deadlines and will delay the completion of the Development Information System projects.

Lack of judgement and discretion when dealing with the Development Information System users can result in the loss of resources for system development and create a poor image of the Development Information System for central Advancement and divisional staff. Poor employee morale can also result.

Difficulty:

Helps ensure the Development Information System projects are managed and reported in a timely and effective manner in an environment of constant change, conflicting priorities and demands from many sectors.

Helps ensure that user needs are balanced with administrative requirements of the University and operational requirements for the Division of University Advancement.

Coordinates activities of the the Development Information System analysts when unplanned changes in priorities, deadlines and fluctuations in workload are coupled with a high degree of complexity.

Facilitates problem solving between staff with different responsibilities so agreement on projects is reached in an efficient and effective manner consistent with Advancement activities and the workings of the Development Information System.

Must be able to design specifications, develop policies and procedures and communicate these effectively.

Must be able to work independently.

Contacts:

Daily contacts with University and Division of University Advancement staff to resolve issues relating to the Development Information System projects and training. Has regular contact with Central Administrative Systems programmers and analysts.

Supervision Received:

Works under the direction of the Director of Advancement Services.

The incumbent is expected to exercise sound judgement and decision making skills and briefs the Director of Advancement Services and other staff as necessary.

Supervision Exercised:

Development Information System Analysts

Nature of Supervision Exercised:

Responsible for the day to day coordination of the the Development Information System analysts activities including establishing objectives and standards, making recommendations on performance evaluation.

Qualifications Required:

A) Formal Education: University degree in computing science or equivalent combination of education and experience. Additional experience with statistics and accounting and financial information will also be useful. Understanding of marketing and financial concepts in relation to advancement activities.

B) Experience: 4 years or more of relevant experience at a similar level.

High level of knowledge in the area of fundraising systems, prospect management systems and operational controls, policies and procedures related to prospect management, gift planning and research.

Advanced understanding of biographical records maintenance, recording and reporting of donations and the related policies, procedures, and operational controls.

C) Solid knowledge of University policies and procedures.

D) Advanced computer skills required including at least 3-5 years experience with computerized advancement systems preferably in a large decentralized advancement environment.

E) Specific software skills such as familiarity with database management systems in a large multi-tiered complex systems environment, data base concepts, project management methodologies, software and report design and production, including a working knowledge of the Development Information System, and financial systems.

Experience with report writing software, advanced practical knowledge of Microsoft Project, Access, Excel, Word, and PowerPoint.  Familiarity with creating and writing and running SQL scripts. Familiarity with database management tools.

Knowledgeable of Internet concepts, web site design, page layout using tools such as FrontPage, Dreamweaver, Adobe Photoshop.

Basic familiarity with system and information security, servers, and networking.

F) Other: Leadership capabilities; excellent judgement and decision-making abilities, ability to interpret and evaluate user requirements and produce and analyse data; effective written and oral communication skills, organisational and interpersonal skills. Good presentation skills.

G) Must be able to work under the pressure of time and frequent requests from multiple users each having their own timelines and constraints and with all levels of staff.
 
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