Assistant Manager, Human Resources

Job Summary

The position is responsible for planning and coordinating the effective and efficient infrastructure of the human resources activities for the SBME.

Responsible for the operational management of human resource activities including assessment of human resource needs, drafting position descriptions, hiring, reclassifications, and terminations.

Responsible for managing faculty, staff and student recruitment and faculty appointment, reappointment, promotion and tenure.

This position coordinates and attends the School's Academic Faculty Appointment, Reappointment, Promotion and Tenure (ARPT) Committee, in collaboration with the School’s Human Resources Manager.

In addition, the incumbent will establish strong relationships with human resources personnel in Faculties of Applied Science, Medicine and Science and be aware of policies in these units.

Organizational Status

Reports to the Human Resources Manager with functional oversight by the Director, Strategic Planning & Operation. Liaises with the SBME leadership team, staff and students.

Work Performed

Works collaboratively with the Director, Strategic Planning & Operation and the Human Resources Manager by contributing to setting and implementing the School strategic plans, goals and objectives for HR.

In collaboration with the Human Resources Manager, Assesses the need for, recommends improvements and implements administrative policies, practices, and procedures to be observed by staff with regard to human resource issues.

Responsible for ensuring that the Schools HR activities are consistent with UBC policies and procedures, working closely with the Human Resources Manager and UBC Human Resources and Faculty Relations personnel and communicating the expectations, procedures and objectives to the appropriate departmental members.

Responsible for the management of the recruitment activities, appointment, re-appointment, immigration, termination, leaves and promotion process for faculty, staff and students.

Advises faculty and staff with human resource issues such as performance, leave management, collective agreements, disciplinary actions and grievances.

Develops and establishes practices for the department on attracting, retaining and developing staff, including staying current on issues such as HR Best Practices, Health & Wellness, Performance Management, Coaching & Mentoring, human resource related legislation, UBC, Faculty of Applied Science, Faculty of Medicine and Faculty of Science policies, processes and procedures as well as collective agreements.

Oversees access, training and effective and appropriate use of UBC HR electronic systems (Workday, HR Workflow, etc.)

Assists the Human Resources Manager in the development, monitoring and management of the orientation process for faculty, staff, students and visitors to the SBME.

Oversees HR content on the School website and ensures content is keep up to date.

Ensures that the workplace meets UBC standards for occupational health and safety, in collaboration with the Human Resources Manager, the Director, Strategic Planning & Operation and other administrative Managers.

Participates as a member in the activities of School Committees as required.

Performs other duties as required.

Faculty Appointment Specific :

Manages academic faculty appointment, re-appointment, promotion and tenure processes within the School by ensuring compliance with university and hospital policies and procedures, consulting with the Human Resources Manager, Faculty of Applied Science, Faculty of Medicine and Faculty of Science Deans’ Offices, Faculty Relations or other UBC units as needed;

ensures School procedures are aligned with the Faculty Association agreement and UBC, Faculty of Applied Science and Faculty of Medicine requirements and that the School procedures are well documented and distributed appropriately.

Drafts documentation for appointment, promotion, and tenure reviews and recruitment for all academic, clinical, and honorary faculty including adjunct, associate members, and emeritus / post-retirement appointments.

Consults and provides advice on appropriate faculty ranks / status for unusual or new situations.

Staff and Student Specific :

Manages all activities related to employment for staff and student hires in the School including funding verification, job descriptions, position classification and re-classifications, offer letters, workflow approvals, collective agreement interpretation, application of salary increases.

Provides guidance, information and advice to faculty and other supervisors on terms of employment / collective agreements, employee recruitment, employee relation management, conflict resolution, leave entitlements, position classifications, compensation, performance management, employees' reviews and other issues as they arise.

Responsible for ensuring supervisors are aware of their responsibilities, including providing appropriate orientation, performance reviews, salary progression increases, managing employee leaves and notice obligations, etc.

and providing tools to assist them.

Addresses employee performance issues, attendance issues, disciplinary actions and grievances, consulting with the Human Resources Manager and the appropriate Dean’s Office (Faculty of Applied Science and Faculty of Medicine) and UBC offices as required.

Consequence of Error / Judgement

This position must use strong organizing and prioritizing skills to effectively and efficiently manage the area of HR relating to all employee groups in the SBME.

An error or the impact of a decision regarding HR activities could result in faculty or staff payroll problems, grievances, lawsuits, misclassifications of positions and an impact on the School's budgets.

If freedom of information / grievance request is not processed correctly, the result could be a breach of confidentiality of faculty, staff, or student's personal information or the improper release of department administrative information.

Erroneous, inappropriate or unethical disclosure or use of this information may significantly compromise the School's strategic objectives, critical funding opportunities, relationships and reputation, and can cause embarrassment to the School Director, the Deans and the University.

Supervision Received

The Human Resources Manager will provide general direction and oversee performance. The position is expected to work independently within UBC, Faculty of Applied Science, Faculty of Medicine and the School policies, procedures, objectives and goals and to use good judgement in duties and responsibilities and in identifying unusual matters that require consultation, further investigation, and other steps before taking action.

Supervision Given

The incumbent will help manage HR Coordinators (CUPE 2950 staff). In addition, may supervise work-study students and / or temporary staff as required.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of two to 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 of and experience with human resources management, related laws and regulations and the ability to communicate and explain complex information to diverse individuals and groups is preferred.

Demonstrated proficiency in working with the UBC's human resource and administrative systems would be an asset, including Workday.

Experience in the public or educational sector is an asset.

Demonstrated strengths in operational planning skills and teamwork.

Ability to contribute creatively, resourcefully and effectively within a strong operational team.

Ability to identify and solve problems, especially those not contemplated under existing procedures.

Ability to take initiative in improving processes or developing new processes within the School to meet changing conditions.

Demonstrated ability to work with tact, discretion and good judgment.

Strong communication, interpersonal and conflict resolutions skills with a wide variety of individuals at varying levels of financial sophistication.

Demonstrated commitment to ongoing personal development.

Strong organizational skills and ability to work under pressure with exacting deadlines.

Ability to effectively use word processing, spreadsheet, and database applications.