Business Systems & Operations Specialist

Working at Lewis & Clark College

The campus is located on 137 acres of beautifully landscaped grounds in Portland’s southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives. For benefit-eligible positions, we offer a competitive benefits package that includes options for health, dental, vision, tuition, life insurance, retirement and more.

Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age.

PRIMARY PURPOSE

The Business Systems & Operations Specialist within the Graduate School of Education and Counseling (GSEC) reports directly to the Director of Finance and Operations. This role is primarily responsible for coordinating and optimizing the GSEC's business systems, including the human resources information system (HRIS) and customer relationship management (CRM) system, supporting system integrations, managing business process improvements, providing user training and technical support, and coordinating operational projects that strengthen the school's administrative and financial operations. The ideal candidate will possess strong analytical and problem-solving skills, experience working with enterprise business systems and data, excellent project coordination and communication skills, and a collaborative approach to partnering with colleagues across HR, IT, and academic departments. To be successful in this position, the individual must excel at translating business needs into effective technical solutions, maintaining data integrity, managing multiple priorities, documenting and improving processes, and building productive relationships with stakeholders to support the mission and strategic goals of the GSEC.

ESSENTIAL DUTIES

System Coordination

• Act as the functional GSEC HRIS (Workday) coordinator responsible for adjunct contract development to meet hiring and payroll needs. Develop and implement information workflow between CRM (Salesforce), HRIS (Workday), and information reporting (Entrinsik Informer) systems.
• Act as the functional CRM (Salesforce) coordinator responsible for mentor contracts and associated accounting transactions. Implement information workflow between CRM and accounting systems.
• Ensure data integrity in systems by running reports and analyzing data.
• Monitor system performance and business process completion via regular audits.
• Analyze business and administrative user needs to inform recommendations to acquire, customize, and/or update software.
• Analyze, plan, test, implement, and evaluate technical solutions that support the strategic operations of the GSEC.
• Review scope of reported data, identify and diagnose irregularities and problems in data flow.
• Distinguish between human error, business process issues, and technical issues and escalate to the appropriate party.

System Optimization

• Collaborate with HR, IT and GSEC teams to optimize the college’s business systems used by the GSEC administrative staff.
• Serve as the GSEC’s technical point-of-contact to IT and HR to ensure that business systems run smoothly and meet operating needs. This will include collaboration with IT’s Enterprise Application and Information Systems staff.
• Participate in information security training as it relates to working with institutional data.
• Meet regularly with the Director and administrative user groups to collaborate on strategy and procedures that ensure organizational effectiveness.

User Training and Support

• Develop user procedures, guidelines, and documentation.
• Create and present technology training workshops for administrative users.
• Investigate user concerns and provide explanations, solutions, and/or recommendations for resources to correct concerns.

Project Management

• Evaluate new project requests, perform project management timelines, ensure project requirements properly capture and convey the needs of the GSEC users, and coordinate project progress.
• Identify appropriate implementation steps within the project management life cycle, considering the effects on resources involved.
• Support the Director with project management of critical operating projects.

Operational Support

• Create and maintain documentation of business processes. Maintain a central GSEC repository of process documentation.
• Participate in system upgrades, implementations, testing, and other technical projects.
• As a member of the Finance and Operations team, provide general operational and administrative support, including contract management, equipment support, and event support.

Other Duties as Assigned

KNOWLEDGE, SKILLS, ABILITIES, & BEHAVIORS

• Excellent analytical and critical thinking skills to evaluate complex information, identify trends, and support sound decision-making.
• Proficient with enterprise business systems, including Workday HRIS, Salesforce CRM, FormAssembly, and reporting tools such as Entrinsik Informer or comparable platforms.
• Superior data management skills, including maintaining data integrity, interpreting large data sets, and producing accurate reports.
• Excellent project coordination and organizational skills with strong attention to detail and the capacity to manage competing priorities.
• Proficient with Microsoft 365, including advanced Excel, and Google Workspace for data analysis, reporting, documentation, and collaboration.
• Excellent verbal and written communication skills, including translating technical concepts into clear, user-friendly language for audiences with varying levels of technical knowledge.
• Strong judgment and discretion when working with confidential, sensitive, and institutionally protected information.
• Superior collaboration and relationship-building skills that foster productive partnerships across departments and with both technical and non-technical stakeholders.
• Proficient at learning new technologies, adapting to changing systems and processes, and continuously improving technical knowledge and professional effectiveness.
• Demonstrated commitment to fostering an inclusive, welcoming, and respectful workplace where individuals with different backgrounds, experiences, and perspectives are valued and supported.

REQUIRED EDUCATION / EXPERIENCE

• Bachelor's degree; or Associate's degree, completion of two years of college coursework, or specialized training in a related field; or high school diploma plus equivalent specialized training.
• Three years of experience working with data management systems.
• Three years of experience using reporting, data analysis, and workflow tools.
• Two years of experience supporting business operations, administrative systems, or enterprise technology.
• Experience providing training, user support, or technical guidance.
• Experience managing or coordinating projects with multiple stakeholders and competing priorities.

PREFERRED EDUCATION / EXPERIENCE

• Coursework or professional development in information systems, business analysis, project management, or a related field.
• Project management certification or comparable professional credential.
• Five years of experience supporting human resources information systems, customer relationship management systems, or comparable enterprise business systems.
• Two years of experience coordinating or managing projects.
• One year of experience supporting enterprise applications and business processes.
• Experience working in higher education settings.
• Preferred Tech: Workday, Salesforce, FormAssembly, Entrinsik Informer or comparable reporting platforms, Microsoft 365, Google Workspace

WORK SCHEDULE

• Full Time/Part Time: Full Time
• Schedule: 37.5 hours per week, Monday through Friday
• Benefit Eligible: Yes
• Travel: Occasional local travel for meetings, training, or College business.
• Hybrid/Remote: This position is primarily in person, with limited hybrid flexibility based on departmental needs and College policy.

PAY RATE

• FLSA Status: Exempt
• $74,000 per year, with consideration for experience.

PHYSICAL REQUIREMENTS

• General office environment.
• Prolonged periods of sitting at a desk and working on a computer.
• Frequent use of a computer, keyboard, and other standard office equipment.
• Regular communication via phone, email, virtual meetings, and in-person interactions with staff, faculty, students, and external partners.
• Frequent movement between campus offices and meeting locations.
• Occasional setup and support of meetings, training sessions, or events.
• Must be able to move or lift materials and office equipment weighing up to 15 pounds occasionally.