TTPS Business Support Analyst

Staff - Non Union

Job Category
M&P - AAPS

Job Profile
AAPS Salaried - Administration, Level A

Job Title
TTPS Business Support Analyst

Department
Education Administrative Management | Office of Education | Faculty of Medicine

Compensation Range
$5,622.33 - $8,081.00 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
April 5, 2024

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, this positions requires successful verification of full vaccination against Covid-19 provided prior to the start date, as required by the provincial health mandate.  

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 Teaching Tracking and Payment System (TTPS) is a province-wide administrative system, which UBC Faculty of Medicine uses to document the teaching contributions of faculty who teach in the MD Undergraduate Program (MDUP) and Postgraduate Medical Education (PGME). The TTPS streamlines administrative processes for managing faculty information and payments.  The TTPS Business Support Analyst is responsible for the day-to-day functions of the TTPS which includes 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. 

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 enhancements and improvements. The position also directly supports all staff involved as a user of the system.

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 Systems Support and Projects Manager in the Office of the Vice Dean, Education, Faculty of Medicine. Liaises with UBC FoM Digital Solutions and the administrative teams in the MDUP and PGME, as needed.

Work Performed

Business Analysis:

• Actively solicits feedback and input from system users to facilitate system process changes or improvements for consideration. Maintains system issues backlog 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 the TTP Operations Working Group for consideration.
• Responsible for mapping current business processes to the TTP processes to facilitate system adoption and best practices.
• Acts as a key member of the TTP Operations Working Group, highlights proposals for system or process improvements and enhancements.
• Leads the TTP Operations Working Group meeting, including planning meeting content and documentation, collaborating with the TTP Operations Working Group Co-Chairs and participating in meeting discussions.
• Reviews and follows up on decisions and action items whilst maintaining meeting minutes and communicating updates to TTP Operations Working Group and other stakeholders, as necessary.
• Develops user test cases/scenarios, validates test results during user acceptance testing and system acceptance testing stages, and troubleshoots for resolution prior to system releases.
• Leads and facilitates system testing with user groups in collaboration with Digital Solutions team.
• Under the direction of the Systems Support 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 the TTP system.
• Oversees smaller system change management and communication tactics for system enhancement roll outs under the direction of a Project Manager.

Operations, User Support & Training:

• Acts as the primary contact for support requests for the TTPS for all administrative 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 the TTPS, escalating for resolution, as required. 
• Develops and plans communication announcements, updates and outages related to the TTPS, with appropriate user groups.
• Develops, maintains and updates the TTPS and process documentation, both internally on shared drives and teams as well as MedNet sites. 
• Acts as the primary contact for TTPS 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.
• Responsible for the MDUP-Vancouver Fraser Medical Program Capture Support system role, finalizing or returning profiles for correction from all academic departments. 
• Leads the regional capture support team meetings, maintaining documentation of processes, guidelines and actions (e.g. annual reappointment process coordination); escalating issues that arise for resolution, as needed.
• Develops and maintains a training plan for new users for TTPS. Provides system training to new users for each TTPS user role.
• Analyzes profile information between the TTP system and UBC’s Workday system and coordinates the resolution of profile information issues with users, sites, departments and Digital Solutions team.
• Ensures monthly, quarterly and annual system reports are created and shared as required such as bi-annual user audit, finance comparison reports, quarterly late tracks report etc.
• Creates and oversees the role tasks tracker and updates procedures manual for this role that details steps in how to complete all required system tasks and ensure this is done on time.
• Provides recommendations to the Systems Support and Projects Manager if there are any resources required to support TTPS.
• Works collaboratively with the unit   and provides cross coverage, as required.

Consequence of Error/Judgement

This role will have access to confidential faculty 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.

Supervision Received
Reports to the Systems Support and Projects Manager 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.
• Ability to create and foster an environment that promotes inclusivity and the values of respect, integrity, compassion, collaboration, and equity.