Education Systems Administrator

The University of British Columbia; Vancouver; On-site; CAD 60,000 - 80,000; Full time

Job summary

UBC is looking for an Education Systems Administrator to enhance and support administrative systems for clinical placements. This full-time position involves managing processes, supporting users, and implementing system improvements within the Faculty of Medicine to optimize processes for students and faculty alike.

Qualifications

• Minimum of two years related experience or equivalent.
• Experience in academic institutions preferred.

Responsibilities

• Support users of administrative systems in MDUP and PGME.
• Manage and oversee system testing and improvements.
• Primary contact for Clinical Placement System users.

Skills

Communication skills

Problem analysis

Client relations

Project management

Education

Undergraduate degree in a relevant discipline

Tools

MS Office Suite

MS Teams

Job description

Education Systems Administrator page is loaded

Education Systems Administrator

Apply locations UBC Off-Campus Hospital Sites time type Full time posted on Posted Yesterday job requisition id JR21351 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

$5,791.00 - $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

July 2, 2025

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

Job End Date

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 is to support users of administrative systems and processes in the MD Undergraduate Program (MDUP) and the Postgraduate Medical Education Program (PGME) that support clinical placement and elements of scheduling for students and learners.

This position will be responsible for the day-to-day functions of the systems and processes that manage clinical placements, including supporting users of the administrative system in the MDUP and PGME. 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. This position will also be responsible for managing elements of the scheduling processes and system for students and learners, as well as supporting the users of these processes as the primary contact.

The role works collaboratively with UBC Faculty of Medicine (FoM) Digital Solutions, MDUP, 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.
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 12,000 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 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

Clinical Placement Business Analysis

• Acts as the first point of contact and subject Matter Expert for Clinical Placement 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 Clinical Placement processes to facilitate system adoption and best practices.
• Participates in necessary 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 Clinical Placement 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.

Clinical Placement Operations, User Support & Training:

• Primary contact for support requests for the Clinical Placements 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 Clinical Placements, escalating for resolution, as required.
• Manages the communication announcements, updates and outages related to the Clinical Placement System or processes, with appropriate user groups.
• Develops, maintains and updates the system and process documentation, both internally on shared drives and teams as well as MedNet sites.
• Primary contact for clinical placement 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 Clinical Placement 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)
• Maintains tasks tracker and updates procedures manual for this role that details steps in how to complete all required system and process tasks.
• Provides recommendations to the Systems Support and Projects Manager if there are any resources required to support Clinical Placement operations.

Scheduling Operations & User Support

• Responsible for rotation management, primary contact for users of a Qualtrics form that centralizes and standardizes this process.
• Primary contact for scheduling system access support, responsible for triaging with UBC IT as required to ensure all system users gain the necessary access within a set timeframe.
• Manage and support additional projects and initiatives within the Systems Support 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

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.

Supervision Received
Reports to the Education Systems and Projects Manager in the Office of the Vice Dean, Education, and 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.

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

About Us

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world.

Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together?

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, and/or Indigenous person.

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

If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at [e-mail] .