Systems Support/Data Analyst

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

This is a one-year term with the possibility of extension.

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.

The UBC Faculty of Medicine, through its Office of Postgraduate Medical Education (PGME), provides postgraduate medical training in over 75 Royal College and Family Medicine training programs. These programs span multiple training sites and are distributed to clinical academic campuses and affiliated regional centers across the province. The PGME Office offers a collaborative and professional environment dedicated to supporting learners, faculty, and staff. We believe in ongoing improvement and innovation and offer a respectful team-oriented culture that values the dedication and innovation of all staff who contribute to our mission.

The Systems Support/Data Analyst will work closely with postgraduate programs, Faculty of Medicine’s internal technology team, Digital Solutions, as well as system representations from the Elentra Cloud Platform. These technical teams support and facilitate the implementation of Elentra as an assessment, curriculum, and evaluation system for PGME. In addition, the Systems Support/Data Analyst troubleshoots and provides a continuous improvement approach to UBC’s role in developing CBME (Competence Based Medical Education) systems as required by accreditation standards. Your proven track record of successfully working with groups in a fast-paced, results-oriented environment will enable PGME’s academic success.

Reports to the CBME Project Manager, PGME in the Faculty of Medicine, Dean's Office. Takes direction from the Associate/Assistant Deans PGME, the Faculty Leads, CBME, and the PGME Senior Manager.

• Develops and manages the quality checking assessment and evaluation tools in the assessment system, Elentra. 

• Identifies process implications of the assessment tools and makes recommendations for deficiencies, process changes, and improvements. 

• Liaises with internal and external groups to discuss system needs and identify system development and integration opportunities. 

• Gathers, validates, and prioritizes PGME and program requirements as needed. 

• Collaborates with FOM Digital Solutions and/or the Elentra Cloud Technical Support in developing user test cases and validates test results during user acceptance testing and system acceptance testing stages. 
• Troubleshoots problems with program users or other system support leads and liaises with FOM Digital Solutions and/or the Elentra Cloud Technical Support to resolve technical issues. 

• Plans and implements change management and communications, in consultation with the Project Manager(s), for system roll-out to ensure adequate user support. 

• Manages communication regarding issues experienced with the assessment tools and notifies faculty, administrators, and postgraduate trainees. 

• Ensures compliance with guidelines, data entry standards, and procedures; develops, implements, and documents best practices regarding input of assessment tools and other data. 

• Manages and triages support requests for the assessment and evaluation systems to the various partners or system developers (primary platform is UBC Service Now). 

• Troubleshoot problems with partners and identify solutions. 

• Provides business procedural support and guidance on how to complete tasks. 

• Analyzes procedural support requests and maintains the general CBME email address. 

• Delivers training presentations to learners, faculty, and staff, including weekly Elentra drop-in sessions. 

• Communicates announcements, updates, and outages and serves as the main contact with end users for communications related to relevant assessment and evaluation systems. 

• Develops, maintains, and delivers a training plan for the relevant systems supported by the role. 

• Develops and updates procedures manual for the role. 

• Extracts and analyzes complex and technical data for use by the PGME Office and programs. 

• Performs analysis and presents findings from data extractions for reporting to CBME Faculty Leads, PGME sub-committees, and PGME Deans. 

• Designs and runs activity reports and presents results. 

• Designs surveys using platforms such as Qualtrics for CBME program evaluation and other educational and evaluation activities. 

• Synthesizes and analyzes data, prepares reports, and presents survey results for use by internal and external partners. 

• Develops communication materials such as websites, newsletters, and presentations. 

• Monitors system timelines and deliverables to ensure deadlines are met and notifies the Project Manager(s) of potential problems. 

• Participates in the planning, programming, and implementation of related CBME activities as part of a team and consistent with identified responsibilities established for all team members. 

• Develops and maintains online project files and folders related to the systems, in compliance with British Columbia’s Freedom of Information and Protection of Privacy Act (FIPPA) and manages privacy through UBC Privacy Matters directives.

• Communicates system status updates, flags mandatory reporting deadlines, and reviews priorities of work in progress. 

• Attends appropriate CBME administrative meetings, educational presentations, and conferences. 

• Other related duties, including administration, meeting scheduling as required. 

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.

Works independently under limited supervision.

None.

• 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

• Undergraduate degree in relevant discipline. Minimum of two years’ experience or the equivalent combination of education and experience.

• Direct experience in Postgraduate and/or Undergraduate Medical Education preferred. Intermediate to advanced level computer skills in common business applications such as Microsoft Office and SharePoint, Teams.

• Demonstrated critical thinking and analytical skills to review information, identify and prioritize problems, and propose appropriate solutions.

• Demonstrated communication skills in both informal and formal settings, including group facilitation and training.

• Demonstrated customer-care focus including resolving complaints; exercising sound judgment, and a professional and courteous manner.

• Comfortable with new technology, and able to promote the use of new tools and techniques to a wide user community.

• Experience in using a wide range of computer and administrative systems such as Microsoft Office, One45, RMS, AccessUBC. Ability to interpret requirements, create process and procedure structure.

• Excellent interpersonal, communication, and problem-solving ability.

• Ability to effectively work with clinical faculty and key partners.