Human Resources Operations Manager

2 weeks ago

Vancouver, British Columbia, Canada The University of British Columbia Full time
Job Summary

The Human Resources Operations Manager is responsible for planning and coordinating the effective and efficient infrastructure of human resources activities for The University of British Columbia. This position oversees the operational management of human resource activities, including assessment of human resource needs, drafting position descriptions, hiring, reclassifications, and terminations. The incumbent will manage faculty, staff, and student recruitment and faculty appointment, reappointment, promotion, and tenure processes within the School, ensuring compliance with university and hospital policies and procedures.

Key Responsibilities

  • Collaborate with the Human Resources Manager to set and implement the School's strategic plans, goals, and objectives for HR.
  • Assess the need for, recommend improvements, and implement administrative policies, practices, and procedures to be observed by staff with regard to human resource issues.
  • Ensure that the School's HR activities are consistent with UBC policies and procedures, working closely with the Human Resources Manager and UBC Human Resources and Faculty Relations personnel.
  • Manage the recruitment activities, appointment, re-appointment, immigration, termination, leaves, and promotion process for faculty, staff, and students.
  • Provide 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.
  • Develop and establish practices for the department on attracting, retaining, and developing staff, including staying current on issues such as HR best practices, health and wellness, performance management, coaching and 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.
  • Oversee access, training, and effective and appropriate use of UBC HR electronic systems (Workday, HR Workflow, etc.).
  • Assist the Human Resources Manager in the development, monitoring, and management of the orientation process for faculty, staff, students, and visitors to the SBME.
  • Oversee HR content on the School website and ensure content is kept up to date.
  • Ensure 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.
  • Participate as a member in the activities of School Committees as required.

Faculty Appointment Specific:

  • Manage academic faculty appointment, re-appointment, promotion, and tenure processes within the School, 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.
  • Draft 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.

Staff and Student Specific:

  • Manage 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.
  • Provide 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.
  • Address 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.

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 judgment 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.

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.

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