Assistant Manager, Faculty HR

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

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 part of the Faculty Human Resources team in the Dean's Office of Faculty of Medicine that is responsible for reviewing and providing advice on all matters related to senior leader recruitments, appointments, and reappointments in the Faculty (Department Heads, School & Centre Directors, Associate, Regional, and Vice-Deans). The individual provides advice, guidance and recommendations on a wide range of human resources management matters and issues to internal and external partners as well as senior leadership, and actively engages in the development and implementation of standardized human resources best practices, procedures and systems. 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.

This role builds productive relationships with faculty and staff in the academic units, the Faculty of Medicine and the University. This role will provide direction and training to the Administrative Assistant, Searches and Reviews and will recommend options and solutions to complex matters to the Manager, Faculty Recruitment, and the Director, Human Resources and other senior leaders across the Faculty. Regularly liaises and will take a proactive approach with all units within the FoM Dean's office, units within the Faculty, Provost's Office, Faculty Relations, UBC Payroll, Financial Services, other UBC units and distributed sites as required. This role will need to exercise creative thinking when providing advice and recommending solutions to matters of a complex nature. This position will make decisions for ambiguous situations where the solution may be unique to each individual case.

Work Performed

· Manages and leads high profile, complex recruitments, appointments and reappointments of senior leaders within the Faculty, and oversees and advises on the entire faculty recruitment process for all faculty positions to Departments and Schools.

· Manages, reviews, and analyzes senior leader faculty appointments and all recruitment documentation and processes for compliance with UBC and FOM policies, procedures and guidelines. This includes reviewing documents such as financial sustainability plans, salaries, benefits, work permits and immigration, advertisements, complex offer letters and addenda, CVs, housing and other appointment and onboarding related matters.

· Advises academic and staff administrators across the Faculty on appropriate recruiting best practices, policies, procedures and guidelines for senior leaders' portfolio. Ensures that equity, diversity and inclusion (EDI) principles are embedded consistently across all areas of the recruitment and selection process.

· Manages, analyzes, and prepares all documentation and makes recommendations for approval to the Dean on senior leader recruitments, appointments and reappointments, including complex offer letters, preparation of correspondence and documentation for senior leaders, on behalf of the Dean.

· Investigates, analyzes, recommends solutions, and provides advice to intricate, unusual or complex situations in related matters. Refers more complex issues in nature to the Manager, Faculty Recruitment or Director, Human Resources as appropriate.

· Manages, researches, develops and maintains resource information related to senior leader appointments (e.g. templates, resource binders; training guides; appropriate website sections). Identifies training needs, designs and delivers workshops, presentations, meetings, and project initiatives with respect to senior leader appointments, for academic and staff administrators.

· Maintains, interprets, and implements up-to-date knowledge of human resources legislation, jurisprudence and management practices, EDI principles and of UBC policies, procedures, collective agreements and other HR-related commitments by the University. Identifies, provides recommended actions, develops and implements revised HR policies to address gaps, improve processes, efficiency etc. Exercises judgement, creativity and initiative in developing systems and procedures that will ensure optimal usage of HR resources.

· Liaises with administrative staff in Departments, Schools, Centres, Payroll, Faculty Relations, and Financial Operations to facilitate processing and resolve discrepancies on senior leader appointments based on FOM & University policies, procedures and guidelines. Analyzes documents and data submitted versus Workday for consistency and is responsible for resolving issues of inconsistency.

· Provides information, general advice and recommendations to client units regarding the interpretation of collective agreements and other agreements, policies, and legislation governing conditions of employment (such as the bylaws of College of Physicians and Surgeons of BC) as they may overlap in determining appropriate appointment.

· Manages the process for administrative leave requests, reporting, and tracking. Ensures compliance based on FOM & University policies, procedures and guidelines and collective agreement. Prepares correspondence and paperwork on behalf of the Dean and seeks approval from the Provost's Office as required.

· Manages the Senior Leaders database to ensure tracking and reporting of senior leaders are accurate to facilitate review timelines and schedules as per University policies and Faculty of Medicine guidelines.

· Investigates Workday business processes, recommends solutions and liaises with integrated service centre (ISC) and FOM administrative staff to resolve discrepancies based on FoM & University policies, procedures and guidelines. Analyzes existing data and documents versus data submitted in Workday for consistency and is responsible for resolving issues of inconsistency.

· Oversees the work of the Administrative Assistant, Searches and Reviews and ensures they fully understands the evolving practices and are confident in implementing it across the Faculty and University.

· Responsible for the integrity, confidentiality and security of all personnel records, documents and file systems are compliant with Freedom of Information and Protection of Privacy guidelines and record management procedures are adhered.

· Develops, fosters and maintains collaborative relationships with client units and employees to assist with resolution of human resources matters.

· Participates in University and Faculty of Medicine working groups and committees concerning HR policies and procedures.

· Performs other related duties as required, such as working with other members of the Faculty Affairs team to develop reports, and providing back-up support to other members of the Faculty HR Team.

Consequence of Error/Judgement

This position requires accurate advice and information provided in a timely manner, and makes decisions regarding the development and implementation of comprehensive policies, procedures, and systems having broad impact across the Departments, Schools, and Centres. 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 is often be performed independently within very limited time constraints, requiring the incumbent to meet deadlines and solve problems quickly and effectively, often under pressure. The incumbent is required to respond well to unexpected or unforeseen circumstances, at times.

Inappropriate or delayed actions and if critical information has been overlooked or procedures have not been followed, could adversely affect the credibility of the Dean's Office, the FoM and the University. Errors could have a significant impact on our ability to attract and retain talented, excellent faculty members. 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.

Supervision Received

This position works independently under broad directives from the Manager, Faculty Recruitment. This position will also receive direction from the Director, Human Resources, Managing Director, Vice-Deans and the Dean.

Supervision Given

Provides guidance and support to the Administrative Assistant, Searches and Reviews as well as training and direction of work learn students and temporary clerical staff as needed.

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

Degree in Business or HR Management preferred. Minimum of three years experience or the equivalent combination of education and experience. Knowledge of University policies, procedures, governance and administrative systems is an asset. Experience working in a unionized environment. Experience in a health care or educational environment preferred. Experience working with Human Resources systems and Microsoft Office Suite. Thorough knowledge of current HR practices. Knowledge of provincial and federal legislation governing HR policies and practices. Current knowledge of diversity, equity, inclusion principles is an asset. Solid experience in fostering positive, productive working relationships with internal and external partners. High level of earned trust, appropriate confidentiality, and sound judgment in conduct and interactions. Ability to be flexible, open and aware of own biases when collaborating with stakeholders with diverse background and different perspectives. Ability to exercise judgment, tact, discretion, and diplomacy. Experienced in exercising insightful analysis, strategic thinking, and effective problem-solving and organizational skills. Ability to be comfortable with ambiguity and change. Customer focused approach with the ability to work as part of a team and individually. Articulate, thoughtful, open and receptive communicator, verbally and in writing. Skilled in drafting and polishing documents using clear and concise business English.