Intermediate Specialist, Housing Process Optimization

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Job Type:

Employee

Duration in Months (for fixed-term jobs):

24

Job Family:

Business Systems Analysis

# of Open Positions:

1

Faculty/Service - Department:

Student Affairs, Client Relations, Housing Service

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted (YYYY/MM/DD):

2025/12/04

Applications must be received BEFORE (YYYY/MM/DD):

2025/12/15

Hours per week:

35

Salary Grade:

SSUO Grade 10

Salary Range:

$80, $102,245.00About Student Affairs:

Student Affairs is at the very heart of the student experience at the University of Ottawa. We recruit the very best future students, support them throughout their university years and leave them well-prepared for fulfilling careers and future studies. Our team of more than 600 dedicated staff provides the services that keep students happy, well and thriving as they pursue their ambitions. We help them apply and enroll for courses, we oversee 11 residences and an award-winning Dining Hall, we organize fun events, we provide extensive recreation program opportunities and varsity sports activities, we run an innovative career development and experiential learning program and much more

There's nothing more rewarding than helping future generations reach their full potential at a world-class university. With our wide variety of career opportunities and professional development pathways, we're sure that you'll enjoy the experience as much as our students do.

About the Position:

Are you a driven, innovative thinker with a passion for service excellence and driving organizational improvements? We're on the lookout for a seasoned professional to join our Student Affairs team in a pivotal role—one that combines relationship-building, business analysis and systems and strategic solution design.
 

This role provides the opportunity to lead and shape meaningful partnerships that drive sustained business value. Ideal candidates will bring a strong background in business process analysis and design, robust documentation, operational efficiency and change management. You will play a critical role in ensuring that business needs are accurately captured, prioritized, and translated into actionable solutions. With your ability to connect with clients, anticipate needs, and activate solutions, you will be instrumental in achieving our service excellence and growth ambitions. 
 

This role requires someone who thrives in a fast-paced, collaborative environment and who sees challenges as opportunities to innovate.
 

If you're ready to make an impact in a team that values excellence, initiative, and service from the heart—we want to hear from you.

Position purpose:
Plays a critical role in driving organizational effectiveness by performing comprehensive business analysis, process optimization, and strategic solution design. This role serves as a key liaison between business stakeholders and technical teams, ensuring that business needs are accurately captured, prioritized, and translated into actionable solutions. Through rigorous analysis and stakeholder engagement, the incumbent supports the successful implementation of complex initiatives that enhance operational efficiency, improve user experience, and align with organizational goals. The role also ensures robust documentation, testing, and continuous improvement of systems and processes to deliver sustained business value.

In this role, your responsibilities will include:

• Business Analysis: Proactively gathers and documents business requirements using tools such as stakeholder interviews, workshops, focus groups, and questionnaires. Identifies both explicit and implicit needs, and develops clear, detailed business requirements documents, including relevant constraints and assumptions. Analyzes requirements to uncover gaps, conflicts, and dependencies, and prioritize them based on business value and feasibility. Prepares comprehensive business cases and collaborates closely with IT teams, managers, and stakeholders to validate requirements and priorities.

• Process Analysis and Design: Evaluates current business processes to identify inefficiencies and opportunities for improvement. Analyzes complex business structures, rules, and policies, and assess operational requirements to propose streamlined, productivity-enhancing solutions. Maximizes the use of existing tools to deliver measurable business value.

• Option Analysis: Generates and evaluates alternative solutions to address identified problems or objectives. Collects and analyzes data on each option, including costs, benefits, risks, and feasibility. Compares options against defined criteria, assesses potential risks, and provides clear recommendations. Incorporates stakeholder feedback into final proposals.

• Impact Assessment: Identifies potential risks and issues in business plans and requirements. Collaborates with IT teams to address these challenges, ensuring system changes are fully integrated and tested. Understands system interdependencies and assesses the impact of changes on business processes. Supports smooth transitions during complex system updates.

• Documentation: Produces comprehensive documentation, including functional requirements, design specifications, and configuration details. Translates complex business needs into standardized documents to guide process and system development. Creates and maintains user guides tailored to various audiences, using clear language and visuals.

• Stakeholder Communication: Maintains a stakeholder register and actively engages with stakeholders to gather requirements, provide updates, address concerns, and validate proposed solutions. Fosters transparent communication and mediates conflicts to achieve consensus and alignment.

• Project and Change Management: Develops detailed implementation plans to support the successful rollout of new processes and solutions. Analyzes the impact of organizational changes on stakeholders and guides business units in optimizing processes and leveraging advanced system capabilities. Provides training and support to ensure understanding and effective adoption of processes and technologies.

• Testing: Designs and manages comprehensive test plans for complex processes, ensuring systems meet organizational and client requirements for functionality, performance, reliability, and security. Oversees end-user testing, validates data conversions, and conducts in-depth data reconciliation and analysis to ensure accuracy and consistency.

• Systems Assessment and Improvement: Conducts thorough reviews of system capabilities and workflows to enhance client experiences. Identifies and addresses inefficiencies or configuration issues in critical processes. Stays informed on emerging tools and industry best practices, and recommends enhancements aligned with the sector's strategic priorities.

What you will bring:

• Bachelor's degree or an equivalent combination of education and relevant work experience.

• Minimum of 3 years of experience in business analysis.

• Experience in developing process documentation and/or user guides.

• Bilingualism: Proficiency in written and spoken English or French, with strong comprehension of both languages.

• Proven ability to negotiate and influence stakeholders to adopt solutions that align with both institutional strategy and client needs.

• Strong analytical skills to translate business requirements into functional specifications and to synthesize diverse stakeholder needs.

• Demonstrated experience in writing and maintaining complex business and technical documentation.

• Adaptability to evolving requirements and processes, with the ability to challenge assumptions and embrace new approaches.

Key Competencies at uOttawa:
Here are the required competencies for all or our employees at uOttawa: 

Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.
Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.
Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.
Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more.

If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 – Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.

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