Administrative Systems Support

Job title: Administrative Systems Support

Job description: Staff – Non Union

Job Category M&P – AAPS

Job Profile AAPS Salaried – Administration, Level A

Job Title Administrative Systems Support

Department Administrative Management | Medical Postgraduate | Faculty of Medicine

Compensation Range $5,063.67 – $7,294.50 CAD Monthly

Posting End Date September 9, 2022

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

Job End Date

This 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.

Job Summary
The role of the Administrative Systems Support position – One45 is to support users of One45 in the MD Undergraduate Program (MDUP) and the Postgraduate Medical Education (PGME) Program One45 is a complex online evaluation, and scheduling system. The position supports a continuous improvement approach through training, 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 positions also works collaboratively with One45 representatives, Digital Solutions, and Program Managers to support resolution to issues.

Organizational Status
Our Vision: To Transform Health for Everyone.
Ranked among the world’s 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—comprised 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—is 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 jointly to the Administrative Director, VFMP and Project Manager, Systems Support in PGME in the Faculty of Medicine, Dean s Office. Liaises with Digital Solutions, and the administrative teams in the MDUP and PGME, as needed.

Work Performed
Project and Business Improvement

• Identifies process implications of the One45 system and makes recommendations for process changes and improvements.
• Develops user test cases and validates test results during user acceptance testing and system acceptance testing stages; typically performs functional testing;
• Provides recommendations to the Administrative Director VFMP and Administrative Director, PGME if there are any resources required to support One45 within the VFMP and PGME programs.
• Responsible for the governance and management activities for the One45 system, including coordinating and leading meetings, and reviewing and following up on meeting decisions and action items.
• Facilitates group input and drafts proposals for process improvements;
• Implements process improvement recommendations following discussions with impacted stakeholders;
• Responsible for leading short-term planning sessions to implement integrated 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
• Communicates all announcements, updates and outages and is the main contact for any communications related to the one45 administrative system;
• Responsible for initiating annual security audit to stakeholders;
• May prepare project status reports and communicate status to client, as needed;
• Provisions access to one45 according to standard operating procedures;
• Develop a procedures manual for the position;
• Develops and maintains operational documentation for the administrative systems supported by the role;
• Works collaboratively with existing other Educational Administrative System Support Analysts and provides cross coverage and vacation coverage as required. Performs other related duties as required

Operations and Training

• Maps full business processes and designs operational process flow;
• Responsible for triaging support requests related to one45 and working with One45 support, Digital Solutions or Program Managers.
• Collaborate with stakeholders to troubleshoot and resolve issues.
• Provides system training for MDUP & PGME Administrators in the Faculty of Medicine.
• Develops and maintains a training plan and materials for the One45 system.
• Update the One45 Mednet page with relevant information and training materials related to One45

Consequence of Error/Judgement
Large volumes of confidential data exist in websites and databases developed to support academic, administrative and research within the Faculty of Medicine. Errors in judgment could severely impact the security and privacy of data, hampering the Faculty of Medicine from meeting its reporting requirements. Errors in design may impact operational efficiencies or affect the misinterpretation of data.

Supervision Received
Works independently under very limited supervision.

Supervision Given
Provides advice to staff in terms of the administrative systems.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the equivalent combination of education and experience.

Preferred Qualifications

Ability to effectively use one45 an asset. (e.g., Outlook, MS Word, MS Excel). Ability to identify and correct missing and incomplete data. Ability to effectively manage multiple tasks and priorities. Ability to read and comprehend technical material. Ability to effectively facilitate groups to achieve appropriate outcome. Ability to effectively resolve client complaints in a calm, non-confrontational manner, and by exercising sound judgment. Ability to deal with people in a courteous, calm manner. Ability to exercise tact and discretion. Ability to train. Ability to build, maintain and troubleshoot one45 database. Ability to analyze problems, identify key information and issues, and effectively resolve.

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