Business Systems Specialist

Bethune-Cookman University

Job Title: Business Systems Specialist

Division: Center for Information Technology (CIT) | Enterprise Applications & Solutions (EAS)

Reporting Structure: Director of Enterprise Strategy and Operations

JOB SUMMARY:

The Business Systems Specialist serves as a functional and analytical bridge between the university''s operational departments and the enterprise technology systems that support institutional work. Situated within the Enterprise Applications & Solutions (EAS) department of the Center for Information Technology (CIT), this position analyzes business processes, gathers and translates user requirements, and supports the ongoing administration, enhancement, and implementation of B-CU''s enterprise application portfolio. The role contributes directly to the operational reliability of systems critical to academic and administrative functions, including the student information system (Jenzabar), the learning management system (Canvas), the Human Capital Management System (Paycor), and related platforms.

The Business Systems Specialist engages with departments across the institution to identify operational gaps, assess system capabilities and limitations, and surface actionable recommendations to the Director of Enterprise Strategy and Operations. Day-to-day responsibilities include troubleshooting application issues, writing ad hoc queries and reports, developing system and process documentation, and delivering end-user training. The position also participates in project activities related to system upgrades, patch testing, and enhancement cycles, contributing analysis, testing support, and documentation throughout each phase. Periodic collaboration with the Security and Integration Services (SIS) department occurs as needed for projects involving system integrations or cross-departmental workflows.

This position operates under the direct supervision of the Director of Enterprise Strategy and Operations and within the authority structure of the Center for Information Technology. The Business Systems Specialist does not implement system changes, configuration updates, or process modifications independently. All recommended changes are submitted through the Director and follow CIO-directed governance and approval protocols.

ESSENTIAL FUNCTIONS:

Enterprise System Administration and Support

The Business Systems Specialist maintains and monitors assigned enterprise applications to support their reliable operation and alignment with institutional needs. This includes first-line troubleshooting, issue documentation, and coordination with vendors and CIT staff to diagnose and resolve application and database problems within established service protocols.

• Provides technical support for assigned enterprise applications, diagnosing issues, resolving known problems within established protocols, and escalating complex matters to the Director or appropriate technical staff.
• Reviews and analyzes system documentation, production output, and error logs to identify root causes and formulate recommended corrective actions for Director review.
• Coordinates with vendors, application developers, and CIT colleagues to address complex operational and technical problems, facilitating resolution under supervisory direction.
• Sets up and maintains user security profiles for assigned applications in accordance with institutional access control standards and under the direction of the Director.
• Monitors system performance and operational health, documenting anomalies, recurring issues, and risk indicators for Director awareness and escalation.

Requirements Analysis and Business Process Review

The Business Systems Specialist works with administrative and academic departments to understand operational workflows, identify inefficiencies, and translate business needs into structured documentation that supports system review and enhancement consideration. Findings and recommendations are presented to the Director rather than acted upon independently.

• Conducts structured requirements-gathering sessions with departmental stakeholders and cross-functional teams, documenting current-state processes and identifying improvement opportunities.
• Analyzes business and operational mandates, regulatory requirements, and institutional priorities to understand their system implications and translate them into documented functional needs.
• Identifies, evaluates, and documents complex or conflicting business process issues, organizing findings into clear summaries for Director review and disposition.
• Translates user expectations and stakeholder input into functional specifications that support enhancement, configuration, or customization request submissions.
• Prepares alternatives assessments and solution proposals for consideration by the Director and CIT leadership; does not independently direct or authorize changes to operational processes or system configurations.

System Enhancement and Implementation Support

The Business Systems Specialist participates in the planning, testing, and documentation phases of system upgrades, new releases, and implementation projects. Configuration decisions and implementation approvals are authorized by the Director and, as appropriate, the CIO.

• Participates in project team activities supporting system upgrades, patch testing, new releases, and implementation plans for assigned applications and functional modules.
• Analyzes and tests system upgrades and new releases, reviewing vendor documentation to identify process impacts and integration considerations for EAS and affected departments.
• Assists with the development and maintenance of systems documentation and procedures throughout enhancement and upgrade project cycles.
• Verifies that new system processes align with regulatory requirements and institutional standards, surfacing compliance concerns to the Director.
• Supports configuration and enhancement work for assigned functional modules in coordination with the Director and CIT staff; does not implement configuration changes without documented supervisory approval.

Reporting and Documentation

The Business Systems Specialist develops and maintains documentation that supports operational continuity, institutional reporting, and knowledge management within EAS and across the departments it serves.

• Writes, modifies, and generates ad hoc queries and reports to support operational and decision-making needs, utilizing SQL and platform-native reporting tools available within assigned systems.
• Prepares status reports, progress summaries, and problem reports for the Director and departmental users.
• Develops and maintains procedural and system documentation, including process maps, workflow narratives, and user reference guides.
• Contributes to the documentation of business requirements, system specifications, and project deliverables throughout implementation and enhancement cycles.

User Enablement and Training

The Business Systems Specialist designs and delivers training to support effective, accurate use of enterprise systems by faculty, staff, and students. Training activities are planned in alignment with institutional priorities and carried out under the direction of the EAS Director.

• Provides technical assistance to end users in updating and maintaining system data, guiding users in correct procedures, data entry practices, and operating parameters for assigned applications.
• Designs and develops training materials for assigned systems, including user guides, job aids, quick reference documentation, and instructional resources calibrated to the technical proficiency of the target audience.
• Conducts or coordinates training sessions for faculty, staff, and students, adapting delivery approach to audience needs and system context.
• Evaluates training programs for effectiveness and identifies recommended adjustments, surfacing improvement opportunities to the Director.

Cross-Functional Collaboration and Liaison Support

The Business Systems Specialist functions as a collaborative partner between institutional departments and CIT, facilitating communication and shared understanding between technical and non-technical stakeholders under the coordination of the Director.

• Serves as a liaison between application developers, vendor representatives, and CIT colleagues for system and production issues, communicating findings and coordinating resolution pathways under Director direction.
• Maintains working knowledge of the interrelationships between campus departments and the enterprise systems supporting their operations, informing analysis and requirements work accordingly.
• Participates in project team meetings, contributing operational and functional analysis in support of CIT-led initiatives and system projects.
• Interfaces with the Security and Integration Services (SIS) department as needed for projects involving system integrations or cross-departmental workflows, in coordination with the Director.

MINIMUM EDUCATION and EXPERIENCE:

A Bachelor''s degree in Computer Science, Information Systems, Business Administration, Management Information Systems, or a closely related field is required. Candidates must demonstrate one to three years of relevant experience in enterprise systems support, business analysis, or a closely related functional area. Equivalent combinations of education and demonstrated professional experience may be considered at the discretion of the hiring authority. Foundational proficiency in SQL is required, as is the demonstrated ability to work with data in enterprise application environments. Strong analytical, written communication, and interpersonal skills are essential. Candidates must demonstrate a collaborative working style and a genuine willingness to learn within a dynamic, resource-conscious institutional environment.

QUALIFICATIONS:

Preferred Qualifications

• Certified Scrum Master (CSM) or equivalent certification in project management, business analysis, or agile methodologies, including PMP, CBAP, or PMI-ACP.
• Experience supporting enterprise systems in a higher education context, particularly Jenzabar, Ellucian Banner, PeopleSoft, Workday, or comparable student information or ERP platforms.
• Familiarity with Canvas as a learning management system and with Paycor or comparable human capital management platforms.
• Experience working in an HBCU environment or demonstrated understanding of the mission, culture, and operational context of minority-serving institutions.
• Knowledge of ITIL frameworks or IT service management principles and their application in higher education IT environments.
• Demonstrated experience developing end-user training materials or delivering system training to non-technical staff and faculty audiences.
• Vendor-specific platform certifications relevant to B-CU''s enterprise application portfolio.

Knowledge, Skills, and Abilities

Enterprise System Literacy - Working knowledge of how enterprise application platforms, including student information systems, ERP platforms, human capital management systems, and learning management systems, function and interoperate, sufficient to support troubleshooting, documentation, and end-user guidance across assigned applications.

Business Process Analysis - Ability to observe, document, and evaluate institutional workflows to identify inefficiencies, data integrity risks, and opportunities for system-supported improvement, and to present findings in a format accessible to both technical and administrative decision-makers.

Requirements Documentation - Skill in translating stakeholder input into structured functional specifications, process narratives, and requirements documents that support system enhancement and configuration review by the Director and CIT leadership.

SQL and Data Querying - Proficiency in writing and modifying SQL queries to extract, analyze, and report on data from enterprise system databases in support of ad hoc and recurring reporting needs.

Technical Troubleshooting - Ability to diagnose application and database issues, assess root causes through methodical analysis, coordinate resolution with vendors and technical staff, and document outcomes for institutional records.

Cross-Functional Communication - Skill in communicating technical concepts to non-technical audiences and translating business requirements for technical staff, bridging the operational and functional divide between campus departments and CIT.

Training Design and Delivery - Ability to develop instructionally sound training materials and deliver system training to diverse audiences, adjusting approach to account for the technical proficiency and operational context of each user group.

Documentation and Knowledge Management - Discipline in creating, maintaining, and organizing system and process documentation that supports operational continuity, training, onboarding, and institutional knowledge transfer.

Project Participation and Task Management - Ability to contribute productively to project teams, manage assigned tasks within defined timelines, communicate progress proactively, and support implementation activities without requiring close task-level oversight.

Analytical Thinking and Solution Development - Capacity to assess complex or conflicting business process issues, evaluate alternatives with available information, and surface reasoned recommendations through appropriate supervisory channels.

Institutional Context Awareness - Understanding of the interdependencies between university departments and the role enterprise systems play in supporting academic, financial, enrollment, and workforce functions across the institution.

The University does not discriminate on the basis of race, color, national and ethnic origin, sex, retaliation, marital status, religion or disability, or any other applicable local, state or federal regulation. Inquiries regarding provisions for persons with disabilities, equal employment opportunity and Title IX matters should be directed to the Office of Human Resources at 386-481-2049.

The university reserves the right to modify job descriptions at any time in its'' attempts to improve the operations of the university