Administrative and Human Resources Manager

Staff - Non UnionJob CategoryM&P - AAPSJob ProfileAAPS Salaried - Administration, Level AJob TitleAdministrative and Human Resources ManagerDepartmentHuman Resources | Department of Chemistry | Faculty of ScienceCompensation Range$5, $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 DateMay 17, 2024

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

Job End Date

May 15, 2025

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.

Organizational Status

Reports to the Manager, Faculty Relations, Human Resources and Administration. This position supports and interacts with faculty, staff, students, and units in the Department of Chemistry, across the university, and in the community. Supervises office staff (4 FTEs) and faculty administrative staff (2-4 FTEs). Provides guidance and interpretation of policies and procedures to faculty and office administrative staff on unionized human resource matters.

Work Performed

OFFICE MANAGEMENT

Responsible for the effective management of the Main Office. Establishes goals and objectives and workloads for office support staff, analyzes work flow to ensure smooth operation and efficiency of the office and other faculty administrative support positions. Ultimately responsible for the work performance and output of the operation of the department's Main Office in terms of services provided (undergraduate and graduate program student services, reception/core support, mail, copying and printing facilities).

Develops position control and planning. Determines organization and utilization of staff including authorization of overtime. Initiates staffing changes in consultation with the Manager, Faculty Relations, Human Resources and Administration and Director, Finance & Operations to enable the unit to work more effectively.

Recruits and hires main office support staff and faculty administrative support staff; maintains personnel records; conducts performance evaluations. Ensures accuracy and confidentiality of employee information and compliance with regulatory requirements.

Responsible for all levels of staff discipline up to and including terminations in consultation with the Manager, Faculty Relations, Human Resources and Administration and Chemistry's senior management.

Provides orientation and on-boarding; oversees training to all new administrative staff.

M&P AND UNIONIZED STAFF

Manages full HR cycle and provides guidance to all staff, including: writing, reviewing, evaluating and updating job descriptions; overseeing appointments processing; ensuing all probationary and annual reviews are conducted; transfers and severance; professional development; coverage issues; disciplining; terminating; managing all employee vacation, sick, appointment and leave requests.

Interprets, ensures compliance with, and provides guidance on collective agreements: AAPS, CUPE 116, CUPE 2950, and CUPE 2278.

Develops and implements strategic staff planning, and HR best practices, policies and procedures in accordance with departmental goals and objectives, and in collaboration with the Manager, Faculty Relations, Human Resources and Administration and the Director of Finance and Operations.

Ensures that the Department's human resource activities are consistent with UBC policies and procedures, strategic plans, as well as BC labour laws. Provides interpretation and advice to faculty and staff on collective agreements.

FACULTY RELATIONS (Faculty, Sessionals, PDFs, RAs)

Under direction of the Manager, Faculty Relations, Human Resources and Administration, manages aspects of departmental faculty affairs for faculty members, sessional instructors, oversees postdoctoral fellows and research associates, visiting faculty appointment process including: advertising and recruiting, immigration, relocation, appointments, salaries/benefits and ongoing salary adjustments (e.g., merit, CPI), performance and termination processes, onboarding and various leaves. Assures compliance with Immigration Canada, UBC Agreement on Conditions of Appointment for Faculty, the Faculty Association, and other groups as necessary.

Consequence of Error/Judgement

Consequences of errors could result in serious impact on the department's image and relationships between other units, faculty, staff, and students. The incumbent must use strong organizing and prioritizing skills to effectively and efficiently manage the area of human resources relating to employee groups in the department. This position requires a high level of tact, discretion and accuracy. Exercises judgment based upon a thorough knowledge of procedures, guidelines and regulations. Mismanagement of Chemistry Main Office will have a serious impact on workflow, operating costs, and staff morale. Work requires judgment, initiative, attention to detail and high standards. In consultation with the Manager, Faculty Relations, Human Resources and Administration, provides input on decisions regarding the development and implementation of comprehensive department-wide policies, procedures and systems.

Errors in judgment will reflect negatively on the Department and UBC, and could easily lead to loss of credibility or irreparable damage to the department in the form of lost opportunities in hiring, union or legal action, or the loss of existing personnel. If confidentiality is mishandled or breached, professional and academic careers may be affected. Providing incorrect data could have adverse budgetary consequences, mistakes in mismanagement of employee issues could cause distress, diminish work flow, and affect employee morale and the operation of the department.

Supervision Received

This position works independently under broad directives from the Manager, Faculty Relations, Human Resources and Administration. Keeps Manager informed and up-to-date on significant human resources issues. Sets own priorities based on work load and projected deadlines. Exercises initiative and sound judgment in making decisions.

Interacts closely with faculty members who employ dedicated administrative support staff. Provides initial orientation and information on departmental procedures and new assigned tasks.

Supervision Given

Manages work of Main Office administrative staff (4 FTE). Faculty administrative support staff report to the Administrative and Human Resources Manager and receive direction from assigned faculty member on day to day tasks.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of two-years of 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

UBC experience in human resources at the managerial level working with senior managers, administrators, and faculty. Demonstrated management experience; supervisory experience in a unionized environment required; knowledge of university policies and procedures. Demonstrated ability to supervise, train and motivate staff. Computer experience at an intermediate level required using word processing, spreadsheet, and database applications Word, Excel, Outlook, Access, Workday. Knowledge of University policies and procedures

SKILLS

• Ability to interpret and apply collective agreements in a complex, unionized environment.
• Demonstrated ability to think conceptually to develop and implement new initiatives.
• Ability to analyze and interpret data, determine implications and provide recommendations.
• A high degree of initiative and integrity required on the job in dealing frequently with confidential material and enquiries from faculty, staff and the general public; ability to exercise tact, judgment, and discretion; conflict resolution skills an asset.
• Ability to establish and maintain good working relationships with faculty members and support staff.
• Proven multi-tasking and organizational skills; ability to work calmly under pressure of critical deadlines or heavy volumes during peak periods.
• Excellent oral and written communication, interpersonal, analytical, problem-solving and organizational skills.
• Ability to work effectively independently and in a team environment.
• Ability to deal with a diversity of people in a calm, courteous and effective manner.
• Ability to conduct needs analyses, plan, organize, manage, monitor, complete, and evaluate projects within allocated time and resources.
• Ability to input and extract data, and compile data reports from databases.
• Excellent functional knowledge of Workday enterprise system.

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