Job Description

Staff - Non UnionJob Category M&P - AAPSJob Profile AAPS Salaried - Administration, Level AJob Title Educational Administrative Systems Support AnalystDepartment Systems Support | Medical Postgraduate | Faculty of MedicineCompensation Range $5,791.00 - $8,323.42 CAD MonthlyThe Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.Posting End Date July 25, 2024Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job End DateThis position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.Job Summary
The role of the Educational Administrative Systems Business Support Analyst \xe2\x80\x93 Resident Management System (RMS) is to support users of administrative systems in the MD Undergraduate Program and the Postgraduate Medical Education Program. The position supports a continuous improvement approach through process review and implementation. This position leads the gathering of requirements, analysis, and implementation of business process improvements, and documents related discussions and agreements for on-going improvements. The Resident Management System is an administrative system used to manage training data of over 1400 residents across the Province of British Columbia.The role works collaboratively with Digital Solutions and Program Managers to resolve issues and implement program improvements. The position also directly supports all staff involved as a user of the system.Organizational Status
Our Vision: To Transform Health for Everyone.
Ranked among the world\xe2\x80\x99s top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia, more than 12,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world.The Faculty\xe2\x80\x94comprised of approximately 2,200 administrative support, technical/research and management and professional staff, as well approximately 650 full-time academic and over 10,000 clinical faculty members\xe2\x80\x94is composed of 19 academic basic science and/or clinical departments, three schools, and 23 research centres and institutes. Together with its University and Health Authority partners, the Faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally based centres across the province.Reports to the Project Manager, Systems Support in PGME in the Faculty of Medicine, Deans Office. Liaises with Digital Solutions and the Administrative teams in the MDUP and PGME, as needed.Work Performed
Project and Business Improvement:

• Manages all events and activities for the Resident Management System.
• Provides recommendations to the Administrative Director, PGME if there are any resources required to support RMS within the PGME programs.
• Identifies process implications of the Resident Management System and makes recommendations for process changes and improvements.
• Actively solicits ideas and opinions from others to efficiently and effectively accomplish specific objectives targeted at defined business outcomes.
• Develops user test cases and validates test results during user acceptance testing and system acceptance testing stages.
• Under the direction of the Project Manager or Digital Solutions, implements change management and communication for system roll-out to ensure users have the support they need.

Business Process Support & Continuous Improvement:

• Responsible for the governance and management activities for the Resident Management System, including coordinating and leading meetings, and reviewing and following up on meeting decisions and action items.
• A key member of the RMS Working Group, develops proposals for system changes and process improvements.
• Leads the impact analysis for the system changes and process improvements.
• Leads short-term planning sessions to implement business process improvements, and documents discussion and agreements.
• Plans and leads communications and change management efforts to implement or modify business processes and other system changes.

Operations and Training:

• Responsible for triaging support requests for the Resident Management System.
• Collaborates with stakeholders to troubleshoots problems for solutions.
• Analyzes procedural support requests and maintains help information address.
• Communicates all announcements, updates and outages and is the main contact with end users for any communications related to the Resident Management System as required.
• Develops and maintains a training plan and materials for the Resident Management System.
• Provides system training for PGME Administrators in the Faculty of Medicine.
• Updates the RMS page on Teams with relevant information and training materials related to RMS.
• Works collaboratively with existing Educational Administrative Systems Support Analyst, and provides cross coverage and vacation coverage as required.

Administrative:

• Maps full business processes, designs operational process flow, and develops and maintains operational documentation relating to the processes and systems supported by the role.
• Develops a procedures manual for the role.
• Related duties as required.

Consequence of Error/Judgement
This role will have access to confidential data. Errors in judgment may result in security breaches for the Faculty of Medicine. Errors in planning, analysis and design may impact operational efficiencies or result in misinterpretation of data.Supervision Received
Works independently under limited supervision.Supervision Given
None.Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the equivalent combination of education and experience.- Willingness to respect diverse perspectives, including perspectives in conflict with one\xe2\x80\x99s own
- Demonstrates a commitment to enhancing one\xe2\x80\x99s own awareness, knowledge, and skills related to equity, diversity, and inclusionPreferred QualificationsDirect experience in Postgraduate and/or Undergraduate Medical Education preferred. Ability to effectively use MS Office Suite at an intermediate level e.g., Outlook, MS Word, MS Excel. Ability to effectively use MS Teams is an asset. Ability to use effective communication skills in both informal and formal settings, including group facilitation and training. Ability to effectively resolve client complaints in a calm, non-confrontational manner, and by exercising sound judgment. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to learn new technology and promote the use of new tools and techniques to a wide user community. Ability to exercise tact and discretion. Ability to effectively facilitate groups to achieve
appropriate outcome. Ability to deal with people in a courteous, calm manner. Ability to identify and correct missing and incomplete data. Ability to train. Ability to prioritize and work effectively
under pressure to meet deadlines.

University of British Columbia