Faculty Coordinator

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Administration, Level A

Job Title

Faculty Coordinator

Department

Administrative Leadership | Department of Mathematics | Faculty of Science

Compensation Range

$5,791.00 - $8,323.42 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

October 2, 2024

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

Job End Date

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

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
The Faculty Coordinator is responsible for the full spectrum of human resources services for the department's academic staff, including faculty, postdoctoral fellows, and research associates. Duties include managing recruitment, onboarding, and career development (e.g., supporting annual reviews, promotion and tenure, study leaves, parental leaves, retirement). These duties require comprehensive current knowledge of HR policies and procedures and immigration laws.

Organizational Status
Reports directly to the Department Administrator and the Department Head. Liaises with Faculty Relations, Human Resources, the Dean's office and payroll.

Work Performed
- Advises the Head on complex and non-routine matters relating to academic staff in all categories, including Faculty,

postdoctoral fellows, sessional lecturers, and research associates.
- Provides policy interpretation and direction on complex situations for matters relating to recruitment, immigration,

appointment, promotion and tenure (if applicable), and retirement, as they relate to academic staff in all the categories
mentioned above.
- Manages all aspects of Faculty recruitment processes required for appointment, reappointment (reappointment includes

all levels of Faculty), tenure, promotion, termination processes, salary adjustments for all full-time Faculty members, study
leaves, parental leaves, term appointments (including postdoctoral fellows and visitors), etc. Maintains complete records of
all such appointments.
- Consults with Faculty Relations, HR and the Dean's office as needed.
- Prepares offer letters for faculty and manages the recruitment and immigration procedures to be observed by faculty.
- Manages and implements on-boarding process for new faculty, postdoctoral fellows, and other academic staff.
- Develops and manages a database to maintain confidential personnel records in compliance with policies and

procedures.
- Serves as a resource person, ensuring compliance and maintaining confidentiality for all HR aspects
- Works collaboratively with the Department Head and the Department Administrator in setting and implementing

departmental human resources strategic plans, goals and objectives
- Acts as a resource person for faculty on administrative matters. Maintains an ongoing awareness of the University's

policies and procedures and assists faculty with the interpretation and proper procedures to follow
- In consultation with the Head and Administrator, develops and implements the organizational and system changes

required to maintain optimal administrative support to the department
- Investigates and assesses current systems and processes to develop and implement streamlining processes ensuring

departmental practices comply with best practices, policies and procedures of the University
- Assists in the facilitation of renovation projects
- Manages the process of assigning workspace to postdocs, students and visitors including assigning keys and access

control
- Manages the accumulation, analysis and preparation of statistical data related to HR
- Improves workflow procedures to ensure smooth operation in the department

Consequence of Error/Judgement
This position requires the highest level of tact, discretion and accuracy. The highest level of confidentiality is essential as this position provides access to highly sensitive information and confidential issues. Errors in judgment will reflect negatively on the Department of Mathematics and UBC and could easily lead to irreparable damage to the department. If confidentiality is mishandled or breached, professional or academic careers may be affected. Prov