This is a full-time onshore hybrid position
Description
Position Overview:
The Business Analyst (Consultant) will play a critical role in demonstrating the value of data-centric improvements across Aspen, focusing on data quality, continuous improvement, system modernization, and transparency to improve district operations and student outcomes. This role will partner closely with central office leaders, IT teams, and school-level staff to identify needs, streamline processes, quantify the impact of current challenges, and articulate the measurable value of system upgrades. The analyst will also support the rollout of enhancements for three priority projects. The ideal candidate brings strong analytical abilities, exceptional writing skills, and the ability to translate complex systems and data into clear, actionable stories and business cases.
Key Responsibilities:
Value Identification & Quantification:
Lead efforts to define and measure the tangible value of Aspen modernization initiatives across the district. This includes
Identifying inefficiencies within current workflows
Quantifying time saved through automation
Assessing improvements in data quality
Calculating operational and instructional benefits.
Develop value frameworks that articulate measurable outcomes such as reduced manual effort, increased system accuracy, improved compliance, enhanced user engagement, and greater equity in digital access.
Quantification will leverage baseline data from current-state processes and model projected savings using measurable indicators, including student portal usage, scheduling accuracy, and graduation audit error reduction.
Quantify time savings, efficiency gains, data quality improvements, and scalability benefits for current- and future-state solutions.
Build benefit models that capture operational, academic, and workforce impacts across school, network, and district levels.
Impact Storytelling & Business Case Development:
Quantify operational inefficiencies such as inaccurate records, high manual processing time, inconsistent course mappings, manual SECA scheduling, and lack of mobile access to Aspen.
Develop value cases for each project, including expected improvements in:
Data quality
Staff efficiency
Student/parent engagement
Compliance and audit accuracy
Equity and access
Produce artifacts such as:
Business cases and value impact models
Data dictionaries and mapping documents
Gap analyses and process flows
User stories and acceptance criteria
Stakeholder journey maps
Analyze large data sets (SECA assignments, course codes, student portal usage metrics) to support project recommendations and validate expected impact.
Stakeholder Collaboration & Activation:
Serve as a liaison between business units (Teaching & Learning, Innovation, ODLSS, Portfolio, IT, etc.) and technical teams to understand needs and align project goals.
Lead interviews, workshops, and requirements-gathering sessions with school staff, schedulers, department leads, and product owners.
Translate stakeholder needs into business, functional, and technical requirements for each project.
Prioritize requirements based on business value, system impact, and equity considerations.
Document current-state challenges (manual processes, inaccurate data, outdated workflows) and map future-state workflows.
IT–Business Partnership & Operational Support
Assist in creating communication plans, timelines, training materials, and implementation guides.
Support drafting memos, maintaining documentation repositories, and ensuring version control.
Help develop policy guides, templates, and rubrics tied to data transparency and continuous improvement.
Provide ongoing data analysis to monitor project impact and inform cross-functional district priorities.
Business Case Development & Requirements Leadership
Develop end-to-end business cases for system redesigns, data governance initiatives, and AI learning ecosystems.
Lead requirements gathering through interviews, workshops, process mapping, and analysis of current- state systems.
Translate findings into detailed functional requirements, user stories, acceptance criteria, and future- state workflows.
Collaborate with IT, product, data, and academic teams to validate feasibility and ensure alignment with district policy, data governance, and instructional strategies.
Support vendor evaluation, RFP development, and system capability assessments.
Project Responsibilities:
Project 1: AspenGo Mobile Portal
Support requirements validation for student/parent mobile access.
Ensure workflows from the existing portal are accurately ported into AspenGo.
Validate that metrics can be captured (usage, satisfaction, engagement).
Review training materials, communications, and support documents for accuracy. Key Deliverables:
Requirements documentation, workflow mapping, and porting needs
Success metrics and baseline analysis (student satisfaction, navigation ease, mobile engagement)
Support materials and districtwide communication assets
Validation of mobile interface configuration and pilot findings
Project 2: SECA Scheduling Automation
Document current scheduling challenges and define requirements for automated rostering using PeopleSoft job/position codes.
Support configuration of Aspen roles, scheduling logic, and reports.
Define acceptance criteria for SECA schedule views, master schedules, vacancy reports, and student- service alignment.
Validate dashboard requirements for clerks and networks. Key Deliverables
Updated SECA role structures
Automated PeopleSoft ? Aspen rostering specs
Requirements for SECA reports at district, school, and network level
Scheduler training documentation
Acceptance criteria for SECA assignment dashboards and printed schedules
Project 3: Districtwide AI Learning Ecosystem (AI University)
Assist with catalog cleanup requirements: prerequisites, course mapping validation, program of study logic, and automated graduation statusing.
Support creation of an automated course approval workflow.
Define system and data integration requirements for Aspen ? SchooLinks ? Aspen.
Document deliverables for Phase 1 (Catalog Cleanup) and Phase 2 (Course Planner Integration).
Key Deliverables
Cleanup logic for 4,400+ HS courses (prerequisites, mapping, descriptions)
Automated approval workflow specifications
Graduation statusing logic (including exceptions, early graduation, program of study rules)
Data integration requirements for Aspen ? SchooLinks
Process flows, user stories, and system requirements for both phases
Success metrics:
100% accurate course mapping
Reduction in manual processes
Fewer graduation/audit errors
Performance Milestones:
Complete onboarding and training, including any certification requirements, with the goal of achieving business analysis certification if not already achieved.
Participate in weekly check-ins with the Manager, IT Business Partnership to report on progress, challenges, and accomplishments.
Provide weekly progress reports on all projects, including time spent, challenges encountered, and status updates.
Establish strong relationships with business units to enhance collaboration and ensure alignment with client- specific tools and practices.
Qualifications:
Education:
Bachelor’s degree in Business, Information Technology, or related field. Master’s degree preferred.
Experience:
5+ years of experience in business analysis, preferably within the public sector or large institutions.
5+ years of experience in information technology, preferably within the public sector or large institutions.
Experience managing complex projects involving multiple stakeholders and cross-functional teams.
Proficiency in developing business cases, conducting feasibility studies, and facilitating project documentation.
Experience with data governance, workflow optimization, AI/ML initiatives, or EdTech strongly preferred.
Previous work experience with client is highly preferred.
Skills:
Strong quantitative and qualitative analysis skills, with the ability to synthesize data from various sources.
Demonstrated ability to translate complex data analysis into clear, compelling narratives and business cases for a non-technical audience.
Experience with financial modeling or operational impact analysis is a plus.
Strong communication, meeting facilitation and presentation skills, with the ability to translate technical concepts into clear business terms.
Very strong writing abilities.
Very strong ability to create presentations with a quality design.
Expertise in Excel and Google Sheets.
Expertise in business analysis tools (e.g., requirements documentation, data flow mapping, process modeling).
Strong project management and organizational skills.
Ability to self-manage, handle competing priorities and ensure on-time project delivery.
Familiarity with IT project management methodologies (e.g., Agile, Waterfall) and project management software to track and report on project status and manage requirements, timelines and deliverables.
Preferred Certifications:
Certified Business Analysis Professional (CBAP)
PMI Professional in Business Analysis (PMI-PBA)
Advanced requirements gathering, process mapping, and documentation.
Strong analytical skills with the ability to quantify benefits and model impact.
Ability to synthesize complex information into executive-ready presentations.
Familiarity with enterprise systems (Oracle, Aspen, SIS/LMS platforms).
Excellent communication, facilitation, and stakeholder management.
Ability to translate ambiguous problems into structured solutions.
Notes:
This is a full-time hybrid onshore position (9 am - 5 pm, M-F, CST)
VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status