Learner Management Systems (LMS), Business Support Analyst

Job Category

Job Profile

Job Title

Department

Compensation Range

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

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

Job End Date

This is a provincial role and the successful candidate can be located at VFMP, SMP, IMP or NMP.

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.

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 to the Project Manager, Systems.

The incumbent will be required to work closely and effectively with a wide variety of internal and external stakeholders in all distributed medical undergraduate sites including the IMP, NMP, SMP and VFMP, in addition to various FOM Department Administrative staff who support the MD Undergrad Program.

Job Summary:

The role of the Learner Management Systems (LMS), Business Support Analyst is to support the various systems within the MD Undergraduate Program. The LMS includes various systems such as, but not limited to, Entrada, SIMIQ, Exam Soft, Qualtrics, Oracle Apex and more, that areused to manage student materials and assessment for Undergraduate Medical Education (UGME) students across the Province of British Columbia.

The position supports the program to create a consistent and cohesive user experience in the LMS for all system user groups (students, administration, faculty) in the MDUP. 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 of the systems. Makes recommendations for business process improvements to the Project Manager, Systems. Develops training materials and provides training for new systems, supports teams through implementation.

The role works collaboratively with Digital Solutions and Program Managers to resolve issues and implement program improvements. The position also directly supports all staff supporting the UGME program as a user of the system.

Work Performed:

Operations, User Support & Training:

• Develops and implements a consistent and cohesive user experience in the LMS for all system user groups (students, administration, faculty) in the MDUP.
• Create timelines, process workflows and communications for each of MDUP Years 1-4 courses; for teams to prepare course material in the system for the new academic years.
• Develops and implements recommendations and creates best practices for faculty and staff when using the systems.
• Responsible for the workflow management of LMS; ensures the system users have appropriate support, creating a team-oriented work environment where members have the required knowledge and training for their primary duties
• Develops, implements, and delivers system training for faculty, staff and students across the MDUP Years 1-4 directly in one-on-one or group settings
• Develops and delivers communications and announcements, updates and outages related to the LMS, with appropriate user groups.
• Responsible for being the main contact for LMS user support requests; responsible for engaging and communicating with a wide range of staff and faculty across the MDUP.
• Responsible for troubleshooting issues and triaging support requests for the LMS, escalating for resolution, as required.
• Develops, maintains and updates LMS documentation.
• Creates task trackers and updates procedures manual for this role, with detailed steps in how to complete all required system tasks and ensure this is done on time.
• Provides recommendations to the Projects Manager, Systems if there are any resources required to support the LMS.
• Manages related events and activities for the Learner Management Systems.
• Liaises, collaborates and develops positive and productive working relationships with a range of internal (Digital Solutions, Staff, Faculty) and external partners. Provides oversight of system related communications to partners and/or system users.

Business Analysis/Project Management:

• Ensures LMS remains compliant with all UBC and FoM requirements. Develops processes or protocols, when not in compliance and develops comprehensive plans to address shortfalls within specific time frames, in close consultation with the respective education program.
• Manages and leads the strategic plans, briefs, budgetary documents and project management timelines to direct and meet MDUP objectives.
• Identifies, develops, and implements innovative business procedures, practices and guidelines to improve day-to-day and long-term value, quality and efficiency for LMS.
• Actively solicits feedback and input from LMS system users, to prioritize and facilitate system process changes or improvements. Logs system issues and leads the impact analysis for potential improvements or enhancements.
• Identifies potential system modification projects and works with business users to have those recommendations presented to various committees, highlights proposals for system or process improvements and enhancements.
• Provides advice and support to users in mapping current business processes to facilitate system adoption and best practices.
• Coordinates system testing with user groups in collaboration with Digital Solutions team.
• Under the direction of the Project Manager, Systems develops and implements change management and communication strategy to ensure users are supported to implement or modify business processes or system enhancements.
• Provides input and recommendations for changes to other systems that may impact or support business processes.
• Responsible for systems costing and associated impacts, including licensing cost agreements, subscription reconciliation and payment. In consultation with Digital Solutions and Directors of Administration, develops and plans budgets for systems procurement, use, CQI, training and development.

Administrative and Finance

• Responsible for systems costing and associated impacts, including licensing cost agreements, subscription reconciliation and payment.
• Develops and plans budgets for systems procurement, use, CQI, training and development in consultation with Digital Solutions and Directors of Administration for the distributed sites
• Responsible for leading meetings related to the LMS; including planning meeting content, documentation, coordinating with interested parties and participate in meeting discussions.
• Provides follow up on meeting decisions and action items, whilst maintaining project documentation and communicating updates to interested parties, as necessary.
• Attend committees related to the LMS, as necessary.

Other:

• May be involved in other special projects as requested.
• Participates in the invigilation of midterm and end of term examinations.
• Performs other related duties as required

Consequence of Error/Judgement

Errors in judgment or ineffective communication will compromise the ability of UGME to operate effectively, thereby affecting the quality of the program and its accreditation status and could reflect negatively on the Faculty of Medicine and the University.

Supervision Received

Reports to the Project Manager, Systems and works in close collaboration UBC FoM Digital Solutions, MDUP, 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 three 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

• Knowledge and experience with Project Management methodologies.
• Proven ability to interact positively with faculty, staff, students and members of the public.
• Demonstrated skills in public relations and public speaking, providing training and leading meetings would be preferred.
• Models commitment, an inclusive client-service mindset, and respect for others including colleagues, students, and community collaborators with visible and/or unseen disabilities.
• Experience fostering a team culture that supports integration and collaboration.
• Experience nurturing an environment that celebrates diversity, builds on strengths found in differences and seeks to encourage growth in all members of the team.
• Excellent interpersonal and diplomacy skills as well as demonstrated ability to work effectively in cross-functional teams and develop effective working relationships and best-practices with students, faculty, staff and community collaborators.
• Superior skills in verbal written communication, especially in facilitating and/or leading group processes.
• Demonstrated strong independent problem-solving organizational skills.
• Demonstrated ability to work independently, relate to and work with people at all levels (including faculty); ability to function collegially within a close team-working environment.
• Intermediate to advanced user of MS Suite (Outlook, Word, Excel, PowerPoint, Teams, Access), SharePoint and web browsers.
• Good understanding of University institutional initiatives, and administrative policies and procedures.
• Superior knowledge of file and records management systems and processes.
• Comfortable learning new technologies.
• Ability to travel and use of personal vehicle as required.
• Must be flexible with working hours and will be asked to work on evenings and weekends as required.