Manager, Faculty HR

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Administration, Level C

Job Title

Manager, Faculty HR

Department

Faculty Human Resources Faculty Affairs Faculty of Medicine

Compensation Range

$7,622.83 - $11,886.67 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 15, 2024

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

Job End Date

Feb 28, 2026

This position is an 18-month leave coverage.

This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

Please include a cover letter with the application.

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

This position is responsible for managing the HR function and administrative practices for all faculty members across the Faculty of Medicine (FoM).

This position develops and implements standardized human resource practices, procedures and comprehensive systems having a significant impact within all Departments, Schools and Centres (approximately 30 units).

Resolves many intricate and unusual faculty HR issues including appointment, tenure and promotion situations, and is responsible for the development and delivery of training programs.

Reporting to the Senior Manager, Faculty Human Resources, the incumbent is part of a management team that oversees all faculty HR activities, providing advice to the Dean, Vice Deans, academic leaders and staff administrators in Departments, Schools, Centres, as well as to individual faculty members over the course of their life cycle at the University.

Liaises with UBC Payroll and UBC Faculty Relations. The incumbent exercises initiative and judgment in advising and providing guidance and human resource expertise to academic and staff administrators in the FoM units on a broad range of issues regarding all facets of faculty HR practices, both in the FoM and the University.

ORGANIZATIONAL STATUS

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities in the world.

Since 1915, UBC’s entrepreneurial spirit has embraced innovation and challenged the status quo. UBC encourages its students, staff and faculty to challenge convention, lead discovery and explore new ways of learning.

At UBC, bold thinking is given a place to develop into ideas that can change the world.

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, 3 schools, and 25 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.

The UBC Vancouver Campus is located on the traditional, ancestral, and unceded territory of the xʷməθkʷəy̓əm (Musqueam) people.

The City of Vancouver is located on Musqueam, Squamish, and Tsleil-Waututh First Nations territory.

WORK PERFORMED

Reviews departmental / school appointment, reappointment, promotion and tenure recommendations for full-time tenure stream faculty members and partner appointees (approx.

50 cases / year) submitted to the Dean’s Advisory Committee and ensures that departmental / school and the Dean’s recommendations are prepared in compliance with the UBC Agreement on Conditions of Appointment for Faculty, the Policy on Partner Appointments, and other related guidelines.

Participates in strategic initiatives of the Dean, Vice Dean, Academic Affairs, and Managing Director as requested.

Investigates and recommends solutions to intricate, unusual or irregular faculty HR issues by communicating with academic and staff administrators and / or Faculty Relations.

Manages administrative functions, including serving as the Secretary and resource person, to the Dean’s Advisory Committee, Vice Dean, Academic Affairs and the Dean on appointment, reappointment, promotion and tenure matters;

ensures preparation of agenda for committee members, prioritizes cases based on University deadlines, determines appropriate materials to be included in files, attends meetings, prepares the case files and resource materials, continuously reviews processes and procedures, and ensures the Dean s Advisory Committee, Vice Dean, Academic Affairs and Dean are informed of key considerations.

Responsible for action items and follow-through on preparation for all appointment, reappointment promotion and tenure recommendations to be reviewed by the Dean s Advisory Committee and the Dean;

prepares any confidential correspondence from the Dean to the Heads / Directors, to the candidate & / or to the President, as a result of the Dean’s Advisory Committee’s deliberations and the Dean’s recommendations.

Responsible for the maintenance of the reappointment and tenure review schedule of all full-time tenure stream faculty members, and the reappointment and promotion review schedule for all partner appointees, within the Faculty of Medicine.

Develops and implements standardized faculty appointment, tenure and promotion practices, procedures and comprehensive systems having a significant impact within all Departments, Schools and Centres.

Provides guidance and advises academic leaders and staff administrators, as well as individual faculty members, regarding all aspects of faculty appointments, tenure and promotion, leaves, terminations, and retirement.

Provides interpretation and advice regarding the Collective Agreement between the University and the Faculty Association, Employment Standards, University and FoM policies, procedures, and guidelines.

Works independently to manage, review and analyze all documentation and provides options for consideration to the Dean on, leaves, recruitment requests, and any exceptions to policy.

Works independently to manage, review, analyze and approve tenure and partner stream faculty appointment requests as delegated by the Dean of Medicine.

Manages various matters relating to faculty members, including paid and unpaid leave applications, determination of benefit eligibility including housing assistance, honoraria payments, and emeritus status.

Manages the secondment process for faculty members.

Provides advice and assistance to department administrators on matters of immigration, academic certification, and licensure for the ongoing appointment of faculty members.

Ensures current guidelines for Royal College of Physicians and Surgeons of Canada, and the College of Physicians and Surgeons of BC regarding academic appointments are communicated and met.

Researches and reviews best practices regarding faculty appointment, tenure and promotion issues and integrates this into FoM functions (i.

e. implementation across all units). Applies continuous improvements.

Identifies Department, School, Centre, and Dean’s Advisory Committee development needs, participates in the design and delivery of workshops, presentations, meetings, and project initiatives with respect to faculty appointment, recruitment, tenure and promotion matters for academic and staff administrators, as well as for faculty members.

Manages, researches, develops and maintains information related to HR processes (e.g. templates, training guides, appropriate website sections).

May consult with or provide advice / assistance to relevant university staff (e.g. Manager / Assistant Managers, UBC Faculty Relations).

Liaises with administrative staff in Departments and Schools, central agencies, Payroll and Faculty Relations to facilitate processing and resolve discrepancies on appointment notices and other forms based on FoM & University guidelines.

Based on functional requirements, determines the need for a variety of statistical database reports related to this portfolio.

Works with the Faculty Affairs team to develop reports used for strategic planning and reporting out to FoM Dean s Office units, the Dean, Faculty Executive, other University units, and external bodies.

Manages all faculty personnel files. Ensures FOIPOP guidelines and record management procedures are adhered to in regards to faculty personnel files.

Develops job descriptions, hires, reviews, disciplines, terminates staff.

Manages staff performance by establishing standards and goals, evaluating performance, and providing feedback.

Provides back-up support to other members of the Faculty HR Team.

Provides input on agenda items and leads or participates in discussions to ensure that staff administrators are aware of new human resource practices for faculty members.

Performs other related duties as assigned.

CONSEQUENCE OF ERROR

Makes decisions regarding the development and implementation of comprehensive policies, procedures, and systems having broad impact across the Departments, Schools, and Centres.

This position has significant influence on the quality and effectiveness of Faculty services and practices across departments / schools / centres / institutes.

The position requires a high degree of discretion, judgment and initiative. Work requires the incumbent to exercise tact, diplomacy, confidentiality and understanding of the complexities of the FoM.

Work must often be performed independently within very limited time constraints, requiring the incumbent to meet deadlines and solve problems quickly and effectively, often under pressure.

They will be required to respond well to unexpected or unforeseen circumstances, at times.

Inappropriate or delayed actions could result in embarrassment to the Dean and the Faculty as well as liability to the University (i.

e. late payments, denial of or delayed entry into Canada and certification or licensure) if critical information has been overlooked or procedures have not been followed.

Incorrect approvals of actions or inappropriate advice can have financial and legal implications to University. Misinterpretations of policy or collective agreements can be precedent setting and lead to appeals and grievances.

Errors could have a significant impact on the reputation of the Dean s Office, the FoM and the University and could affect our ability to attract and retain talented, excellent faculty members.

SUPERVISION RECEIVED

Works independently under broad directives from the Senior Manager, Faculty HR. Takes direction from the Director, Human Resources and Managing Director, Vice Dean, Academic Affairs and Dean.

SUPERVISION GIVEN

Supervises and directs the work of the Assistant, Faculty, HR (including recruiting, training, developing, disciplining and terminating).

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum

of five 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

Administrative experience is an asset. Knowledge of University policies, procedures, governance and administrative systems experience with particular emphasis on faculty member appointments and UBC human resources experience.

Demonstrated ability to build and maintain relationships with diverse teams, clients, and central University offices. Ability to be flexible, open and aware of own biases when collaborating with stakeholders with diverse background and different perspectives.

Excellent technical and analytical skills and in utilizing PC software such as Windows MS Office. Ability to set prioritizes, work effectively under pressure, and to meet deadlines.

Ability to compose complex correspondence and to apply a broad knowledge of policies and procedures. Ability to take initiative in decision-making and in resolving problems that may not be clearly covered by guidelines.

Ability to maintain accuracy and attention to detail. Ability to exercise a high level of tact, discretion, diplomacy, and confidentiality when communicating with a diverse range of people.

Ability to establish and maintain supportive working relationships with client departments as well as central University offices.

Is flexible, confident and self-motivated. Ability to work independently as well as participate as a collaborative member in a team environment.

Ability to manage staff performance by establishing standards and goals, evaluating performance, providing feedback and taking corrective action.