Assistant Manager, Faculty HR

Job Summary
This position is responsible for advising on all matters related to faculty recruitment and faculty term appointments, the review of honorifics (Chairs, Professorships, Distinguished Scholars), external salary awards, 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) as well as moderately complex matters related to clinical faculty appointment, reappointment and promotion activities. The Assistant Manager, Faculty HR provides advice and recommendations on a wide range of human resources management issues for term faculty appointees and is the primary contact for faculty recruitment in the FoM, providing advice to senior administrative leaders including the Dean and Vice Dean, Academic and staff administrators in Departments, Schools, Centres, as well as to individual faculty members 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

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.

The position works collaboratively with the various complexities of numerous health authorities such as BC Cancer Agency, BC Children’s and Women’s, Provincial Health Services Authority on issues related to different polices, procedures, funding structures.

Work Performed

Oversees and advises on the entire faculty recruitment process for all faculty positions to Departments and Schools. The scope includes tenure and non-tenure stream faculty of all different ranks, including Clinical Faculty, Postdocs, Research Associates and Clinical Fellows, who are distributed at UBC sites across the province.

Advises and reviews new positions, recruitment requests and packages to ensure they are aligned with Equity, Diversity and Inclusion (EDI) principles. Review packages to include financial and funding information, draft advertisements, and recruitment strategies. Reviews and tracks faculty recruitments, immigration information and financial commitments.

Manages, analyzes and reviews all faculty documentation including faculty qualifications, job roles and responsibilities, funding sources, earning types, level of engagement/affiliation with UBC and other institutions and interprets collective agreements, policies, procedures and guidelines.

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 as they may overlap in determining appropriate appointment.

Reviews, advises and makes recommendations on the lifecycle of paid and unpaid term faculty, including appointments, reappointments, terminations and notices. Investigates and resolves non-compliance issues with client units and escalate where necessary. Oversees Workday business processes, analyzes data, recommends solutions, and collaborates to resolve discrepancies and inconsistencies.

Provides advice to managers and faculty on various actions for term faculty including but not limited to salary administration, appointment changes transfers, and leaves of absences. Provides advice on terminations, and for complex terminations of these appointments, will work with Faculty Relations, Manager, Faculty Appointments and Recruitment, and Faculty HR Managers.

Determines and participates in establishing best practices in recruitment and candidate sourcing strategies. Identifies and provides training and advice to managers, faculty and administrators for behavioural interviewing, managing unconscious bias, incorporating EDI principles and practices, and human rights legislation. Develops, designs and maintains a library of recruitment resources including interview questions, reference check guides and candidate engagement and communications tools.

Identifies, analyzes, and works collaboratively with different units across the University to implement and evaluate the design and development of new HR business processes to facilitate continuous process improvement within the Faculty with consideration to client needs, alignment, risks, impacts, and change management. Participates in the design and delivery of workshops, presentations, meetings, project initiatives, and training documentation for all faculty administrators and staff.

Works independently to review and analyze honorific recommendations within the FoM. Works with Manager, Faculty Appointments and Recruitment on complex files and creation and recruitment of new honorifics.

Oversees matters related to FoM Clinical Faculty. Supports the Director, Clinical Faculty Affairs and advises regarding the Clinical Faculty Affairs Committee (CFAC), UBC policies and operational changes. Recommend improvements Clinical Faculty Appointments and Compensation policies. Collaborate on initiatives to enhance Clinical Faculty recognition. Ensures consistent policies across UBC's distributed medical program by coordinating with affiliated universities, distributed sites, and health authorities.

Responsible for analysis of data from FoM's databases and Workday as required and creates faculty appointment and recruitment reports as required Regularly reviews and analyzes faculty academic salaries to provide current advice on equitable salaries across FoM.

Responsible for analysis of applications for FoM external salary awards, ensuring adherence to university and various external agency guidelines prior to submission to the Dean.

Responsible for advising Department/School administrators on academic certification with the Royal College of Physicians and Surgeons of Canada for the recruitment and ongoing appointment of faculty members, as well as ensures current guidelines are communicated and met. Advises on registration with the College of Physicians and Surgeons of BC. Ensures College of Physicians and Surgeons of BC disciplinary notifications regarding faculty members are circulated and acted upon by Departments/Schools as required.

Responsible for investigating, coordinating and reviewing applications and supporting documents for the UBC Faculty Home Ownership Program.

Responsible for Faculty HR monthly communication of updates, reminders and deadlines for Department, School, and Centre Administrators. Ensures the FoM website is current and in compliance with relevant UBC practice and relevant policies.

Provides back-up support to the Faculty HR Assistant and performs other related duties as assigned.

Consequence of Error/Judgement

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.

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, reports directly to the Manager, Faculty Appointments and Recruitment

and takes direction from the Managers, Faculty HR, Senior Manager, Faculty HR, Director, HR, and other senior administrative leaders.

Supervision Given
Provides guidance and support to the Assistant, Faculty HR on appointment issues, and in the hiring, training, and management of students. May be required to delegate and oversee the work of temporary clerical staff.

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

• Experience in Human Resources Management with thorough knowledge of current best HR and recruitment practices and legislation. Thorough knowledge of University of British Columbia’s business procedures and practices.
• Experience in a health care or educational environment.
• Proficiency with Workday, Microsoft Word, Excel, PowerPoint, Outlook, and Access databases.
• Excellent communication skills, including the ability to facilitate and deliver training.
• Builds and maintains excellent working relationships with internal and external partners.
• Flexible, open, aware of own biases and respectful of diverse perspectives including those in conflict with one’s own.
• Exercises tact and judgment.
• Maintains high accuracy and attention to detail.
• Analytical problem-solver, investigates and resolves conflict in a professional manner.
• Resilient, proactive, adaptable, can prioritize work while under pressure in a fast-paced, ambiguous and evolving environment.
• Experience in interpreting and applying collective agreements, policies and procedures in a complex, unionized environment.
• Effective both as part of a team and individually.
• Experience working with an HR coaching model to influence and advise.
• Ability to travel to on and off-site unit locations.
• Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion.

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