HR Coordinator, Faculty Affairs

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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

Job Summary
The Faculty HR Coordinator provides advice and recommendations on a wide range of human resources management issues for term faculty appointees and is the primary contact for certification applications with the Royal College of Physicians and Surgeons of Canada, and registration applications with the College of Physicians and Surgeons of BC within the Faculty of Medicine (FoM), Clinical Faculty appointment and promotion administration and Academic Faculty appointment, reappointment, promotion and tenure administration, supported the Vice-Dean, Academic Affairs and Faculty HR Managers. This position will provide advice to senior administrative leaders including the Dean and Vice Deans and staff administrators in Departments, Schools, Centres, and liaises with other FoM Dean's Office units, UBC Payroll, Faculty Relations, Housing and Relocation Services, and the Office of the Provost and Vice-President, Academic. Provides general advice in regards to interpretation of the collective agreements and other agreements and handbooks and other policies or legislation governing conditions of employment.

Organizational Status

This position is part of the Faculty HR team, Faculty of Medicine Dean's Office.

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 11,000 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 8,500 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.

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

Responsible for managing and overseeing term faculty items, including appointments, reappointments, salary administration, benefit eligibility, and honoraria. Provides advice and recommendations to client units regarding the interpretation of collective agreements and other agreements, policies, and legislation governing conditions of employment as they may overlap in determining appropriate appointment.

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.

Responsible for managing the Annual Honorary Reappointment process to completion, which involves defining and communicating the tasks and instructions for data management in accordance with Workday's requirements as well as UBC and FoM policies, working with administrators in Departments, Schools, and the distributed sites, Faculty Relations, and business and systems analyst to ensure successful data transfer and integration in Workday and other downstream systems, and providing training and support to administrators throughout the process.

For appointment recommendations that are not in compliance with UBC and FoM policies, the Faculty HR Coordinator must investigate, consult with Departments/ Schools, make recommendations and work closely with Departments/Schools to resolve non-compliance issues. Issues that are more complex (i.e. leaves, terminations, notices, immigration) are referred to the Faculty HR Assistant Managers for resolution.

Supports the Vice-Dean, Academic Affairs on matters related to Faculty Appointment, Reappointment, Promotion and Tenure (ARPT) processes, including but not limited to, developing training and best practice resources, analyzing dossiers and investigating conflicts of interests, anomalies and inconsistencies. Advises Faculty ARPT Committee on relevant UBC policy and procedures, and liaises with Faculty HR Manager to review the operational viability of proposed changes and develop recommendations for policies and procedures to improve ARPT. Seeks guidance from Faculty HR Managers and Vice-Dean, Academic Affairs on complex issues in ARPT.

Supports the Director, Clinical Faculty Affairs on matters related to FoM Clinical Faculty. Advises advice Director and Clinical Faculty Affairs Committee (CFAC) on relevant UBC policy and procedures. Reviews appointment and promotion files, analyzes and investigates anomalies and inconsistencies, escalating complex cases to Faculty HR Assistant Managers. Resolves inquiries raised to Clinical Faculty Affairs, working with Director, Clinical Faculty Affairs. Works with colleagues at affiliated universities, the distributed sites and health authorities to ensure that consistent policies and processes are implemented across the distributed medical program.

Responsible for analysis and distribution of data as required or requested by external bodies and FoM Dean's Office units. Escalates complex analysis to Faculty HR Assistant Managers.

Manages requests to the Dean to support licensing with the Royal College of Physicians and Surgeons of Canada and College of Physicians and Surgeons of Canada. Advises Department/School administrators, including interpretation of the Colleges' Bylaws, assessing required criteria has been met and request is appropriate. Ensures College of Physicians and Surgeons of BC disciplinary notifications regarding faculty members are circulated and acted upon by Departments/Schools as required. Complex matters escalate to Faculty HR Assistant Managers for resolution.

Responsible for a Faculty HR monthly communications to Department, School, and Centre Senior Administrators and HR Managers and Administrators.

Ensures the FoM website is current and in compliance with relevant UBC practice and relevant policies. Manages Faculty HR pages on MedNet, including developing training content, templates, checklists, documents for Departments/Schools in all areas of HR matters with input from members of the Faculty HR team.

Responsible for recruitment, appointment, performance and termination for student workers.

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

Provides back-up support to the Faculty HR team as needed.

Performs other related duties as assigned.

Consequence of Error/Judgement

Represents the Dean's Office, including the Dean, Vice-Deans and other leadership positions, in items that fall under Faculty HR portfolio. Provision of accurate advice and information in a timely manner enhances the effective and efficient operation of the Faculty HR team and clients. Work requires the incumbent to exercise tact, diplomacy, confidentiality and understanding of the complexities of the FoM. Exercises judgment based upon a thorough knowledge of procedures, guidelines, agreements and regulations. Exercises initiative and independence to address standard and at times unusual situations, escalating complex issues to Faculty HR Assistant Manager or others as appropriate.

Inappropriate advice, inaccurate information provided or delayed actions could impact the reputation of 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, arbitration processes, or the initiation of litigation.

Supervision Received
Works independently to complete tasks, reports directly to the Faculty HR Managers, and takes direction from the Manager, Faculty Appointments and Recruitment, Faculty HR Senior Managers, and Director, HR, as well as other senior administrative leaders.

Supervision Given
Provides guidance and support to unionized positions in the Faculty HR office. May be required to delegate and oversee the work of temporary clerical staff or students.

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.
-Demonstrated ability to actively create and sustain respectful and inclusive environments. -Demonstrated ability to work collaboratively and interact with empathy, understanding, and humility with people from diverse backgrounds and with diverse identities, perspectives, and behaviours. -Commitment to upholding the Faculty of Medicine's values of respect, integrity, compassion, collaboration, and equity.

Preferred Qualifications

Provides guidance and support to unionized positions in the Faculty HR office. May be required to delegate and oversee the work of temporary clerical staff or students.

• Degree in Human Resources Management preferred.
• 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
• Thorough knowledge of University of British Columbia's business procedures and practices preferred.
• Experience in a health care or educational environment preferred.
• Thorough knowledge of current Human Resources Management practices. Knowledge of provincial and federal legislation governing HR policies and practices.
• Experience working with Human Resources systems (Workday), Microsoft Word, Excel, PowerPoint, Email-Outlook and Access databases.
• Excellent oral and written communication skills.
• Ability to build and maintain excellent working relationships with internal and external partners on matters requiring cooperation and of mutual interest.
• Ability to be flexible, open and aware of own biases when collaborating with partners with unique background and different perspectives.
• Ability to exercise tact and judgment.
• Ability to make thoughtful, informed and thorough decisions. Ability to maintain accuracy and attention to detail.
• Willingness and ability to investigate and resolve conflicts in a professional manner. Ability to take initiative in decision-making and in resolving problems not clearly covered by guidelines. Ability to devise new methods of procedures to meet changing conditions.
• Ability to analyze problems, investigate key information and issues and effectively resolve. Ability to be creative and proactive, to prioritize, meet deadlines and work effectively under pressure to meet deadlines.
• Ability to interpret and apply collective agreements, policies and procedures in a complex, unionized environment.
• Ability to work as part of a team and individually.
• Ability to provide effective and appropriate guidance and counsel on HR related matters.
• Ability to travel on and off-site unit locations.