Educational Administrative Systems Support Analyst

University of British Columbia - Vancouver, BC (30+ days ago)

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Job Posting

Job ID:

Vancouver - Hospital Site

Employment Group:
Management&Professional (AAPS)

Job Category:

Classification Title:
Administration, Level B

Business Title:
Educational Administrative Systems Support Analyst

Faculty of Medicine

Medical Postgraduate Education

Salary Range:
$61,840.00 (minimum) - $74,238.00 (midpoint) - $89,085.00 (maximum)

Full/Part Time:


Desired Start Date:

Funding Type:
Budget Funded

Closing Date:

Available Openings:

Guiding principle: "Midpoint" of the hiring salary range means the individual possesses full job knowledge, qualifications and experience.

Job Summary

The role of the Educational Administrative Systems Business Support Analyst is to support users of administrative systems in the MD Undergraduate Program (MDUP) and the Postgraduate Medical Education Program (PGME). The analyst supports a continuous improvement approach. Through process review and implementation, this position leads the requirements gathering, analysis, and implementation of business process improvements, and documents related discussions and agreements for on-going improvements. For larger efforts, where a project team is required, the analyst will provide support to the project team. The primary focus of the Educational Administrative System Support Analyst will be the Clinical Placement Management System. The Clinical Placement Management System is a complex set of administrative systems used to manage:
  • Over 20,000 placements of learners in clinical environments across the province of British Columbia;
  • The inventory of 10,000 clinical rotations.
The role directly supports all staff involved as a user of the system. It is expected that the role will expand and evolve over the next 2 - 3 years as new systems are implemented to support the Undergraduate and Postgraduate Programs.

Organizational Status

Reports to the Administrative Director, MDUG and Director Administration, PGME in the Faculty of Medicine, Dean's Office.

Collaborates and cross-supports with other educational administrative systems support analysts.
Liaises with MedIT's Senior Manager, Application Services and Manager, Administrative Systems as required.

Work Performed

  • Manages all events and activities for the Clinical Placement Management System.
  • Determines the resources, team support and technical needs necessary to enable success and procures them.
  • Identifies process implications of the Clinical Placement 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.
  • Gathers, validates, and prioritizes requirements in collaboration with the Business Analyst, Project Management Office, MedIT.
  • Develops user test cases and validates test results during user acceptance testing and system acceptance testing stages.
  • Under the direction of the Project Manager, MedIT, plans and 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 Clinical Placement Management System and other administrative systems as appropriate, including coordinating and leading meetings, and reviewing and following up on meeting decisions and action items.
  • A key member of the Governance Committee/User Group, facilitates group input and develops proposals for system changes and process improvements.
  • Leads the impact analysis for the system changes and process improvements.
  • Analyzes and recommends resource requirements for business process improvements.
  • Leads short-term planning sessions to implement system changes and 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.
  • Provides holistic view of improvements, including input for recommendations related to other administrative systems (SharePoint, etc.).
  • Responsible for information management activities such as input and review of the Common Business Language.
Operations & Training:
  • Responsible for triaging support requests for the Clinical Placement Management System and other administrative systems supported by the role.
  • Troubleshoots problems with stakeholders for solutions.
  • Provides business procedural support, the "how do I" to complete a task.
  • 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 Clinical Placement Management System and other Faculty of Medicine administrative systems as required.
  • Develops and maintains a training plan for the Clinical Placement Management System and other administrative systems supported by the role.
  • Develops training materials or reviews training materials provided by vendors and contractors.
  • Coordinates delivery of training, and will deliver training directly.
  • Works collaboratively with existing other Educational Administrative Systems Support Analysts, and provides cross coverage and vacation coverage as required.
  • Maps full business processes, designs operational process flow, and develops and maintains operational documentation relating to the processes and systems supported by the role.
  • Determines and works with MedIT to procure the resources and technical needs required to maintain smooth operation of the Clinical Placement Management System and other Faculty of Medicine administrative systems.
  • Attends appropriate MedIT Team Meetings.
  • Attends appropriate PGME and UGME administrative meetings.
  • Develops a procedures manual for the role.
  • Related duties as required.
Supervision Received

Works independently under limited supervision.

Supervision Given


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.


Undergraduate degree in a relevant discipline. Minimum of three years experience or the equivalent combination of education and experience. Direct 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 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.

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.