The Student Systems Analyst is a member of the University Registrar's Office at Vanderbilt University and is a key individual contributor responsible for set-up, maintenance, and processing of student information using the student systems in place at the University and at the School of Medicine. The Student Systems Analyst must have a thorough understanding of academic policy and must perform all duties and responsibilities according to established protocol, policies, and procedures.
About the Work Unit:
The Office of the University Registrar supports the mission of Vanderbilt University by serving the needs of Vanderbilt's colleges and schools, the faculty, current and former students, staff, and the general public in accordance with Vanderbilt's academic policies and procedures. The Office of the University Registrar is committed to providing timely, accurate, and efficient service, and is dedicated to ensuring the integrity, confidentiality, and security of Vanderbilt education records.
Key Functions and Expected Performance:
Utilizes the student systems used for supporting School of Medicine student records and registration processes in order to manage end-user support needs.
Performs all duties associated with defining and documenting the enrollment transactions facilitated in the Student Information System.
Participates in testing, documenting, and training as systems are implemented and updated as needed by new end-users.
Participates in business process analysis and redesign efforts as dictated by business needs and systems changes.
Facilitates accurate and timely entry of student records data into the Student Information System.
Utilizes the campus document imaging system in support of student records information, including the training of end-users.
Facilitates operational needs related to identify management, including coordination with Vanderbilt University Medical Center regarding dual identify management.
Manages and maintains School of Medicine class schedules for current and future terms in the Student Information System.
Serves as a point of contact with the academic units for matters pertaining to the academic curriculum, academic scheduling data in the Student Information System, and end-user access.
Provides timely and accurate responses to inquiries from students, faculty, and staff regarding operating procedures, system utilization and accessibility, and other end-user concerns.
This position does not have supervisory responsibility; the position reports to the Associate Director.
Education and Certifications:
A Bachelor's degree from an accredited institution of higher education is necessary.
Experience and Skills:
At least two years of relevant experience is required.
Experience with enterprise information systems is required.
Attention to detail, excellent customer service, and a commitment to defining and documenting processes and ensuring accuracy is necessary.
Willingness to work in a team setting, as well as work independently with minimal direct supervision is necessary.
A strong commitment to data integrity is necessary.
A commitment to maintaining confidentiality of records and information and an excellent understanding of the compliance obligations associated with FERPA is necessary.
Outstanding customer service skills is necessary.
Ability to analyze and understand data in order to support system and operational needs is necessary.
Ability to independently analyze problems and determine potential solutions is necessary.
Ability to interact in an effective and appropriate manner with diverse population is necessary.
Skill in leveraging software applications to maximize operational efficiencies is necessary.
Ability to work successfully under specific calendar deadlines is necessary.
Ability to adjust successfully to changes in work prioritization is necessary.
Ability to work independently and as a member of a team is necessary.
Commitment to support the mission of Vanderbilt University, the School of Medicine, the Office of the University Registrar, and University Enrollment Affairs is necessary.
Key Characteristics of a Successful Team Member in this Work Unit:
Analytical & Detail-Oriented – Accurately assesses information and applies applicable law, policy and procedure. Considers the long term implications of actions today and advises employees appropriately. Even small mistakes can create big issues; attention to detail work indicates care about the outcomes.
Hard-Working – Is industrious as well as efficient (busy isn't the same as productive). Can juggle multiple competing priorities simultaneously without becoming overwhelmed.
Helpful Nature – Offers to help lighten the load for others in times of need. Volunteers rather than waiting to be asked. Understands that almost no one works in a silo and needs the help of others to do their job well; recognizes that by helping others first, others will likely reciprocate.
Integrity – Holds oneself accountable; takes responsibility for failures as well as successes, recognizes that trust is required to hold a team together.
Maturity – Exhibits professional maturity; doesn't pass the buck to dodge accountability; doesn't engage in petty office politics or inappropriate social conduct.
General Characteristics of a Successful Vanderbilt University Staff Member:
Acceptance of Feedback – Takes constructive criticism with grace, and make improvements without taking it personally or holding grudges. When wrong, owns it – freely admits mistakes.
Adaptability – Reads cues and adapt accordingly. Adjusts style and approach to accommodate the styles and needs of others. Can anticipate and effectively de-escalate potential conflicts.
Assumes Positive Intent – Assume that others are working and taking action with good intentions. They may not have all the information yet and asking thoughtful questions and providing information is critical to mutual understanding and moving forward with success.
Assumes the Best -- Assume that others are working as hard as you are on things that are as important as what you are working on. Just because you don't know what someone does, it doesn't mean they're not doing anything.
Autonomous – Self-managing; self-motivated.Manages time, activities and outcomes well so that progress stays on track. Cleans up after themselves.
Believes – Believes in the work being done and in the importance of the organization's mission.
Creative Thinking – Goes beyond the boundaries of the job description, willingly takes on new challenges, finds creative solutions rather than always awaiting direct instructions.
Eager – Enthusiastic, wanting to learn, wanting to continue one's personal and professional development and expertise.
Honest and Transparent – Doesn't have hidden agendas. Doesn't play people against each other. Is authentic and forthright.
Naturally Communicates – Readily shares information and is comfortable working within a highly collaborative team. Communicates proactively. Understands that open communication and the sharing of knowledge is fundamental to the success of the team. Asks for advice, and considers it thoughtfully.
Nice – Asks caring, interested questions and is a good listener. Smiles and is grateful.Sends appropriate notes of thanks to others who have helped.Avoid gossip or saying negative things about co-workers.Patient and generous. Make suggestions rather than stating hard and fast opinions.Avoids being negative, sarcastic, and cynical.
Optimistic – Is friendly, tirelessly cordial, polite, and genial. Comes in to work with a good attitude and doesn't bring their own personal ‘little black clouds’ into the work environment.
Perspective – Maintains a sense of humor and perspective.Can laugh first and foremost at oneself.
Praises Publicly; Criticizes Privately – When dealing with a difficult co-workers or customers, ‘pretend your children are watching’ how the situation is handled. Good manners help keep a cool head. Gives credit where credit is due.
Raises the Bar – Expects and delivers excellence. Is a creative problem solver. Is proactive. Welcomes input on making things better.Places a high value on learning and getting better.
Reliable – Does what they say they will do, when they say they will do it. Shows up for work when expected. Doesn't push the burden of work volume or deadlines to others.
Resilient – Is resilient in the face of daunting challenges and setbacks; bounces back readily.
Respect – Is friendly, tirelessly cordial, patient, polite, and genial. Comes in to work with a good attitude and is ready to help campus employees, managers, and colleagues through what may be a difficult and overwhelming time for them.
Responds Promptly – When emails and phone messages aren't returned in a timely way, it sends the message that the other party is not important.Responds even if just to acknowledge receipt and provide a timeframe by which the requester can expect a full response.
Sharing – Shares information. Communicates proactively. Transmits knowledge; recognizes that ‘knowledge is power’ is less effective than ‘sharing knowledge is power.’ Asks for advice, and considers it thoughtfully.
Teamwork – Genuinely values teamwork and co-workers; make them feel valuable and important by acknowledging what they do well.Doesn't expect from others effort that one is unwilling to do themselves.Finds ways to acknowledge other's strong suits.
Works through Issues – Recognizes that the work is about successful outcomes. If things aren't going well, outcomes suffer. Is willing to have crucial conversations if things aren't going well.Doesn't just complain to management . . . does everything possible to remedy the situation directly first.
Internal Number: 1801354
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.