OCAD University acknowledges the ancestral territories of the Mississaugas of the Credit, the Haudenosaunee, the Anishinaabeg and the Huron-Wendat, who are the original owners and custodians of the land on which we live, work and create
OCAD University, Canada’s largest and oldest art and design university, is a vibrant community of bold, curious and compassionate artists, designers and scholars who are imagining and creating a joyful, equitable and sustainable world. The University is an internationally renowned hub for art, design, digital media, research, innovation and creativity, and arts administration. It embraces collaborative and interdisciplinary approaches to change-making through art, design-thinking curriculum and research, making OCAD U a local, regional, national and global leader in art and design.
It is an exciting time to join the OCAD U community as the University is at a key stage in its institutional transformation, with the implementation of its Academic and Strategic Plan and guiding principles - driving positive impact; decolonization, indigenization and equity; environmental sustainability; emerging as a vibrant hub; student centered approaches; innovation in learning teaching and research; and financial stewardship.
Reporting to the Director, Organizational Development & Transformation, the Business Analyst provides analytical, process-design and documentation expertise to support organizational development, operating model redesign and institutional change initiatives across OCAD University (OCAD U).
Working collaboratively with academic and administrative units, the Business Analyst documents current organizational structures, roles, workflows, service volumes and stakeholder touchpoints; identifies process gaps, duplication and operational risks; and develops evidence-based findings and options to inform organizational and process-design decisions. The position translates strategic direction and design principles into clear business requirements, process maps, impact assessments, reports, dashboards and standard operating procedures.
The incumbent will facilitate interviews and working sessions with staff, managers and subject-matter experts, and works closely with People & Culture (P&C), HRIS/Payroll, IT Services and other institutional partners to gather and analyse organizational, workforce and operational data. The position maintains accurate project and process documentation and supports the testing, implementation and sustainment of redesigned processes and new ways of working.
Summary of Responsibilities:
Business Analysis and Current-State Assessment
- Conduct current-state assessments of organizational structures, roles, responsibilities, workflows, service volumes, systems and service-delivery touchpoints across academic and administrative units.
- Gather and document business needs through interviews, workshops, document reviews, observation, data analysis and consultation with staff, managers and subject-matter experts.
- Analyse business processes and service-delivery practices to identify duplication, gaps, bottlenecks, unclear accountabilities, ineffective handoffs and opportunities for improvement.
- Conduct root-cause analysis and document operational issues, dependencies, risks and improvement opportunities.
- Develop clear findings summaries, briefing materials and recommendations to support informed decision-making.
Process Mapping and Future-State Design
- Develop and maintain detailed current-state and future-state process maps, workflow diagrams and service-delivery documentation.
- Translate organizational design principles, strategic direction and stakeholder needs into clear business and process requirements.
- Prepare options analyses and impact assessments for review by project sponsors, working groups and decision-making bodies.
- Work with stakeholders to validate proposed processes and confirm that future-state designs are practical, accessible and aligned with institutional requirements.
- Support the identification of roles, decision rights, controls, service standards and escalation points within redesigned processes.
Data Analysis and Reporting
- Collaborate with the Organizational Development Specialist and other P&C team members, HRIS/Payroll, IT Services and institutional data partners to gather, validate and analyse organizational, workload, workforce and operational data.
- Assess data quality, identify information gaps and document assumptions and limitations associated with analyses.
- Develop reports, dashboards, metrics and visual summaries that communicate findings, project status, risks, decisions and implementation progress.
- Establish and maintain baseline measures to support the evaluation of process improvements and organizational changes.
- Present complex information in a clear and accessible manner for sponsors, working groups, managers and other stakeholders.
- Handle confidential organizational, employee and role-related information with appropriate discretion and in accordance with University policies and applicable requirements.
Standard Operating Procedures and Documentation
- Develop, review and maintain standard operating procedures, process guides, templates and supporting documentation for redesigned processes and services.
- Support the development and maintenance of organizational development and change-management tools, templates and resources.
- Maintain project and governance documentation, including responsibility assignment matrices or RACIs, role inventories, process libraries, requirements logs, decision logs and change records.
- Ensure that business requirements, decisions and approved process changes are documented accurately and are traceable throughout the initiative.
- Support the transfer of approved processes and documentation to operational owners to promote consistent implementation and ongoing maintenance.
Facilitation and Stakeholder Engagement
- Plan and facilitate interviews, discovery sessions, process-mapping workshops and requirements-validation sessions with staff, managers and subject-matter experts.
- Create an inclusive environment in which stakeholders can share operational knowledge, identify challenges and contribute to process improvement.
- Document stakeholder feedback and distinguish between confirmed requirements, proposed solutions, risks, assumptions and unresolved matters.
- Build effective working relationships across diverse academic and administrative areas and support collaboration among stakeholders with differing needs and perspectives.
- Communicate emerging issues, competing requirements and project risks to the Director and OD team
Implementation and Continuous Improvement
- Support the testing and implementation of redesigned processes, procedures, tools and ways of working.
- Develop test scenarios, document results and coordinate the resolution of process or documentation issues identified during testing.
- Monitor implementation measures and stakeholder feedback to identify adoption challenges and opportunities for adjustment.
- Participate in post-implementation reviews and document outcomes, lessons learned and recommended improvements.
Qualifications:
Required:
- A university degree in Business Administration, Organizational Development, Human Resources, Public Administration, Information Systems or a related field, or an equivalent combination of education and relevant professional experience.
- A minimum of four (4) years of progressively responsible experience in business analysis, business-process improvement, service design or organizational process analysis, preferably supporting organizational change or transformation initiatives.
- Demonstrated experience analysing and documenting complex, cross-functional business processes and developing current-state and future-state process maps, options analyses, impact assessments, responsibility matrices and standard operating procedures.
- Advanced proficiency with Microsoft Excel and experience developing reports, dashboards and visual presentations to analyse and communicate complex information.
- Experience using process-mapping or visualisation tools such as Microsoft Visio, Lucidchart or comparable applications.
- Experience facilitating interviews, working sessions and process-design workshops with staff, managers and subject-matter experts to gather requirements, analyse processes and develop solutions.
- Strong analytical, critical-thinking and problem-solving skills, with the ability to connect detailed operational information to broader organizational objectives and identify process implications and opportunities for improvement.
- Excellent written and verbal communication skills, including the ability to document and communicate technical, analytical and process information clearly to varied audiences.
- Strong organizational and documentation skills, with demonstrated accuracy, attention to detail and version-control discipline, and the ability to manage competing priorities and work independently within cross-functional project teams.
- Demonstrated judgement and discretion when working with confidential organizational, employee and role-related information.
- Demonstrated commitment to the principles of equity, diversity and inclusion and experience contributing to a respectful work and learning environment for students, staff and faculty.
Assets:
- A Business Analysis or Business Process Management certificate.
- Certified Business Analysis Professional (CBAP), Certification of Capability in Business Analysis (CCBA), Lean, Lean Six Sigma or comparable credential.
- Experience with Microsoft Power BI, HR information systems or other data-reporting platforms.
- Experience in a post-secondary, broader public-sector, unionized or shared-governance environment.
- Knowledge of accessibility, equity and inclusive-engagement principles as they relate to process design and organizational change.
Mode of Work: Hybrid, minimum 3 days required on campus
Compensation: Hiring Range - $42.81 to $49.08 per hour commensurate with experience, plus 4% vacation pay and 7% in lieu of *benefits; Salary Range - $42.81 to $56.26 per hour.
*The successful incumbent has the option of pay in lieu or enrollment in benefits.
Hours of Work: Monday to Friday, 35 hours per week. This is a temporary contract with an expected duration of 18 months.
Application Deadline: Interested applicants are invited to submit an updated * resume and cover letter (PDF) by selecting "Apply Now" below. The review of applications will begin November 25th and will continue until the position has been filled.
*Please upload your resume and cover letter as one PDF. Please name your upload: FirstName_LastName-Job Code
As an institution committed to art, design, digital media and related scholarship, OCAD University recognizes the profound and essential value that diversity brings to the creation, reception and circulation of creative practices and discourse. OCAD University understands that valuing diverse creative practices and forms of knowledge are essential to and enrich the institution’s core mission and vision as an art and design university with a local and global scope.
As an employer committed to employment equity, we encourage applications from members of equity-deserving communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions.
OCAD University is committed to providing an inclusive and barrier free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please contact People & Culture for more information or refer to OCADU’s Accommodation in Employment Policy.
All qualified persons are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.
