Business Operations Analyst

BUS INTEL SPEC 3 (004959)

UCPath Position ID: TBD_2462

Position Description History/Status

Approved Date:

10/29/2024 12:24:22 PM

Date Last Edited:

10/29/2024 12:24:19 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

5000O

Organization:

ADMINISTRATIVE VICE CHANCELLOR         

Division Code:

5901D

Division:

ADMINISTRATION                         

Department:

333500 - FLEET AND TRANSIT SERVICES

Position Details

UCPath Position Number:

TBD_2462

Position Description ID

231884

UC Payroll Title:

BUS INTEL SPEC 3 (004959)

Business Title:

Business Operations Analyst

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 23

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

41078980

Reports to Payroll Title:

ADMIN SUPV 2

UCPath Department Head Position Number:

40044653

Department Head Payroll Title:

PARKING AND TRANSPORT MGR 2

GENERAL DIRECTION - Indicates that the incumbent receives guidance in terms of broad goals and overall objectives and is responsible for establishing the methods to attain them. Generally the incumbent is in charge of an area of work, and typically formulates policy for this area but does not necessarily have final authority for approving policy.

POSITION SUMMARY

Under the direction of the Strategic Business and Analysis Manager, the F&T Business Operations Analyst serves as the primary business intelligence, business process, operational analysis, business data analyst, providing analytical, technical, planning and operational support of the day-to-day operations andindependently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems / issues of diverse scope and determines solutions.. Provide real time business intelligence to operation staff and change recommendations to increase operational efficiencies, cost efficiencies, and process improvements. Rigorous financial analyses of revenues and service utilization for F&T maintenance operations, transit operations, charter buses, and rental cars are required of the incumbent, including interpretation of complex data collected by telematics devices and stored in specialized databases associated with commercial fleet and transit management tools. Ongoing reporting and identification of Key Performance Indicators that can be used to develop metrics and perform qualitative analysis based on those metrics. Provide process training and technical training for a variety of individuals at different classification and skill levels including the development of documentation and templates. In order to perform these duties and enhance business operations, the incumbent also identifies, implements, and maintains appropriate technology tools and acts as liaison with IT and Technology Project Management Group (TPMG) staff. As part of these maintenance responsibilities, the F&T Business Operations Analyst will provide primary support and troubleshooting for Fleet and Transit proprietary operations software's and liaise with technical support to address operation concerns. In addition, the incumbent must provide backup support for our Fleet and Transit customer support team and serve as an additional escalation level of support for Operational Process and systems troubleshooting. The incumbent must have experience working with a vehicle management operation as well as demonstrated understanding of vehicle optimization. This position demands the highest degree of efficiency, accuracy, courtesy, and professionalism in the performance of job duties, as well as excellent analytical and presentation skills, initiative and discretion in order to interact with all levels of the campus community. Sound judgment with regard to confidentiality is also required, as is compliance with all UC business policies, procedures and practices, and federal, state and local transportation laws and regulations.

Data Analytics, Retrieval and Management

1. In support of Fleet and Transit operations, perform data retrieval and analysis of the commute programs product/customer systems (current Fleet Focus/FA, Agile Fleet Commander, On-Line Billing Access program, Geotab, SQL, E&T Data Warehouse) and conduction operational administration of software performance. Create real time reports of business operations KPI metrics and business process recommendations to improve overall operational performance. Identify necessary process and technical changes and troubleshoot issue, with coordinating responses with our technical support. Document change controls following E&T change control procedures and requirements. (E)  2. Using a variety of software tools, including Tableau, Microsoft SQL Server, Crystal Reports and 3rd party vendors, develop complex reports, dashboards and data analyses, pulling from/linking data from multiple data sources, including campus data, necessary to meet the heavy demands of the user group as well as management informational needs. (E)  3. Ensure that queries against complex databases are written and executed such that resulting data is accurate and meets user needs. (E)  4. Independently generate and analyze regular and ad hoc requests for data and reports for operational analysis and regulator reporting requirements. (E)  5. Work with the technical support teams to define test scenarios for functional and user acceptance testing. Coordinate and conduct testing. Report results and take appropriate follow-up action. Identify system improvements that will increase operational efficiencies. (E)  6. Identify and troubleshoot data problems; perform support response coordination and solution validation. (E)  7. Gather business requirements for reports to automate process and reduce overhead. Engage with technical support to implement process and reporting automation(E)  8. Define and develop exception reports. Identify areas or trends that require attention and develop reports that accordingly reflect the trend or issue. (E)  9. Execute and monitor the commute programs system processes, including, but not limited to: running queries, importing data, executing the software routines in the system, preparing text files for export to vendor, importing text files received back from vendor. coordinate the development of routines to validate the data in the system; produce error reports and/or connect data as appropriate. (E)

40%

Business Process Analysis & Reporting

1. Participate and provide analytical and technical support for special projects and/or as required, including projects in support of the Administrative Vice Chancellor and E&T Executive Director. (E)  2. Develop statistical and analytical reports and presentations utilizing data from a variety of databases and sources. Participate in all problem-solving activities regarding the functionality of the system and their operational utilization. (E)  3. Work with management, department staff and technical support in the planning and development of user requirements for new and/or upgraded software. (E)  4. Provide data stewardship to set users' expectations of data capabilities and availability; ensure access to the right data by the right users at the right time based on whether information is private data, sensitive data, etc. (E)  5. Work with users to streamline and develop innovation and customer-focused solutions to business processes. Analyze policies, procedures and business rules. Actively participate in the development, definition and refinement of policies, procedures and of business rules. (E)  6. Create and prepare ongoing reports that measure performance against budget and program goals, including regular KPI reporting to senior leadership. Analyze and review data and make recommendations for improvement with Unit Manager and leadership team. (E)  7. Ensure data collected and presented meets the needs of the organization. Exercise administrative judgment to problem solve and troubleshoot or inform management team of urgent or evolving issues that require immediate or timely response. (E)

35%

User Support

1. Work with the E&T Business Requirements Management Group (BRM) to define test scenarios for functional testing. Coordinate and conduct testing of completed change controls. Report results and take appropriate follow-up action. (E)  2. Verify program performance with users for reliability, accuracy and functionality. Report results and take appropriate corrective action. (E)  3. Provide user training for existing applications. In conjunction with E&T BRM provide user training for all new applications and changes to existing applications. (M)  4. Coordinate implementation of new software releases with E&T BRM group to accommodate operational needs and priorities. (M)  5. Provide ad hoc reports, back-up for business procedures, updates on status of change controls and general information and support as required. (E)

25%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

Bachelor's degree in computer science or a related field, or an equivalent combination of education and experience.

Preferred

Relational Database Management System (RDBMS)

Demonstrated fundamental understanding of Relational Database Management System (RDBMS) concepts, including table structure design and entity relationship models and it’s impact in the development of

Preferred

1. Ability to examine current processes, systems, spreadsheets and forms and recommend and/or initiate projects for improvement.

Required

2. Demonstrated experience in data management, data analysis, trend analysis and forecasting.

Required

3. Ability to independently organize and coordinate multiple projects and assignments, set goals and timelines, perform with frequent interruptions, conflicting demands, changing priorities, heavy workloads; establish priorities that accurately reflect the needs of the organization

Required

4. Demonstrated working knowledge and experience using Tableau, SQL and Crystal Reports.

Required

5. Ability to handle highly confidential matters with tact and diplomacy and maintain confidentiality of information as needed to protect the rights of individuals of the University

Required

6. Demonstrated ability in conducting research to remain current with leading edge technology, innovation, and best practices.

Required

7. Demonstrated written and oral communications skills to convey information in a clear, concise, accurate and grammatically correct manner, to individuals at various organizational levels and to explain complex policies and procedures to personnel and customers.

Required

8. Documented skills in accurately mapping processes, project planning/implementation and monitor and updating project progress.

Required

9. Ability to accept equivocal circumstances, make exceptions to established procedures, and take action where answers to a problem are not readily apparent based on department guidelines, sound judgment and individual circumstances.

Required

10. Ability to establish cooperative working relationships with staff at all levels of the TS organization and gather requirements for continuous process improvements.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

Driving Record: The position is subject to the California DMV "Pull Notice System" and continued employment is contingent upon proof of a satisfactory driving record.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.