Education Systems Administrator

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Administration, Level A

Job Title

Education Systems Administrator

Department

Systems Support Analyst| Office of Education | Faculty of Medicine

Compensation Range

$5, $8,323.42 CAD Monthly

The 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

November 8, 2025

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

Ongoing

Job Description Summary

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 Education Systems Administrator – Resident Management System (RMS) is to support users of administrative systems and processes in the Postgraduate Medical Education Program (PGME) and for UBC Postgraduate Residency Training Programs.

This position will be responsible for the day-to-day functions of the system and processes used to manage training data of over 1400 residents across the Province of British Columbia. 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 role works collaboratively with UBC Faculty of Medicine (FoM) Digital Solutions, Medical Undergraduate Program (MDUP), Postgraduate Medical Education (PGME), Faculty of Medicine staff and faculty to resolve issues and implement system and process enhancements and improvements. The position also directly supports all staff involved as users of the system and/or workflow processes.

Organizational Status

Our Vision: To Transform Health for Everyone.

The Office of the Vice Dean, Education (OVDE) provides strategic and operational leadership and support for the Faculty of Medicine's education portfolio. The OVDE supports education programs and service units in the FoM across the province, fostering strong partnerships to ensure educational initiatives are effective, innovative, and aligned with provincial needs.

The OVDE is responsible for providing critical support and guidance to all educational programs offered within the Faculty of Medicine at all sites across British Columbia: MD Undergraduate Program (MDUP) (in partnership with the Island Medical Program (IMP) in the University of Victoria, Northern Medical Program (NMP) in the University of Northern British Columbia, and in the Southern Medical Program in the UBC Okanagan), Postgraduate Medical Education (PGME), Health Profession (HP) programs, Graduate and Postdoctoral Education, Continuing Professional Development, Faculty Development, Vancouver Summer Program, and all other educational support units tht support the teaching and education delivery of the Faculty of Medicine undergraduate, graduate and postgraduate programs.

Reports to the Education Systems and Projects Manager, in the Office of the Vice Dean, Education. Liaises with Digital Solutions and the administrative teams and leadership in the MDUP, PGME, and the Office of the Vice Dean, Education as needed.

Work Performed

Resident Management Business Analysis

• Acts as the first point of contact and subject matter expert for Resident Management processes and system.
• Identifies potential system or process modification enhancements and works with business users to have those recommendations presented to the appropriate leadership for consideration and decision.
• Provides advice and guidance to business users in mapping current business processes to the Resident Management processes to facilitate system adoption and best practices.
• Act as Co-Chair of the Operations Working Group meetings, including planning meeting content and documentation, and participating or leading meeting discussions.
• Manages and leads follow up on meeting decisions and action items whilst maintaining meeting minutes and communicating updates to stakeholders, as necessary.
• Manages and oversees system testing with user groups in collaboration with Digital Solutions team. Develops test case scenarios, validates test results and troubleshoots for resolution prior to system releases.
• Under the direction of the Education Systems and Projects Manager, implements change management and communication for system roll-out to ensure users have the support they need; supports communication and change management efforts to implement or modify business processes or system enhancements.
• Provides input to and recommendations for changes to other administrative systems that may impact or support Resident Management processes or system.
• Oversees smaller system change management and communication tactics for system enhancement roll outs under the direction of the Education Systems and Projects Manager.

Resident Management Operations, User Support & Training:

• Primary contact for support requests for the Resident Management System and Processes user groups; responsible for engaging and communicating with a wide range of staff and faculty across the Faculty of Medicine.
• Responsible for troubleshooting reported issues and triaging support requests for Resident Management, escalating for resolution, as required.
• Manages the communication announcements, updates and outages related to the Resident Management System or processes, with appropriate user groups.
• Primary contact for resident management data requests from across FOM for reports with varying complexity, ensures sharing data is appropriate and liaises with Digital Solutions team to develop requested reports or SQL queries.
• Manages and provides the system training to new users for the Resident System and associated processes.
• Ensures monthly, quarterly and annual system reports are created and shared as required with appropriate internal and external stakeholders (i.e. Health Authorities/PGME Finance) in consultation with PGME leadership.
• Oversees the development and continuous improvement of procedural documentation to ensure operational continuity, knowledge transfer, and alignment with best practices.
• Provides recommendations to the Education Systems and Projects Manager if there are any resources required to support Resident Management operations.
• Manage and support additional projects and initiatives within the Education Systems team in the Office of the Vice Dean, Education portfolio, which may include the implementation of new processes, pilot programs, data analysis initiatives, and workflow enhancements.
• Works collaboratively within the unit and provides cross coverage, as required.
• Performs other education administrative system duties as required.

Consequence of Error/Judgement

Consistent with the Faculty's Professional Standards document, the Faculty is committed to the highest level of professionalism in all interactions. This position requires judgment, critical thinking, tact, discretion and initiative to an outstanding degree, especially in handling matters of a non-routine nature requiring the interpretation of University and Faculty guidelines, procedures and policies.

This role will have access to confidential data for students, learners, staff and faculty. 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.

Tact and discretion in dealing with confidential and sensitive matters is paramount. Errors in judgement with internal and external constituents could have a negative impact on the OVDE, the Faculty and the University.

Supervision Received

Reports to the Education Systems and Projects Manager in the Office of the Vice Dean, Education, and will often take direction from the Infrastructure and Operations Manager, PGME. Also, works in close collaboration UBC FoM Digital Solutions, MDUP, PGME, Faculty of Medicine staff and faculty to resolve issues and implement system enhancements and improvements.

The incumbent will be expected to work independently in accordance with established objectives, policies and guidelines; and exercise initiative and judgment in performing all work-related functions.

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's own

Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Preferred Qualifications

Experience working in an academic or postsecondary institution is an asset.

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 others.

Ability to prioritize and work effectively under pressure to meet deadlines.