The University of British Columbia
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Jun 30, 2023
This position is located within a health-care facility. Therefore, this positions requires successful verification of full vaccination against Covid-19 provided prior to the start date, as required by the provincial health mandate.
Job Description Summary
This position is part of the Faculty Affairs team in the Dean s Office of Faculty of Medicine. This position manages the general human resources administration of senior leader recruitments, appointments, and reappointments in the Faculty (Department Heads, School & Centre Directors, Associate, Regional, and Executive Associate Deans) and internal and external reviews of Departments, Schools, Research Centres, Institutes, and decanal appointees.
The incumbent will liaise with all units within the FOM Dean s Office, units within the Faculty, Provost s Office, Faculty Relations, UBC Payroll, and UBC units and distributed sites as required.
Organizational Status
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.
Work Performed
Manages the recruitment, appointment, and reappointment of senior leaders, including advising academic and staff administrators across the Faculty on appropriate recruiting best practices, policies, procedures and guidelines, as well as coordinating approval for recruitment and reappointment requests, drafting advertisements, preparing offer letters, tracking new appointments and reappointments, and creating positions and postings in the Position Management and eRecruit systems respectively.
Manages the internal and external review processes for Department, Schools, and Research Centres and Institutes, and decanal positions to ensure UBC policies and FOM guidelines are followed, including advising on best practices to academic and staff administrators across the Faculty. Serves as a resource for the Dean, Executive Vice-Dean, Vice-Dean, Dean s Advisory Committees, and academic units.
Manages the tracking of the review schedule as well as the timelines for reporting to various units within the University. Applies continuous improvements.
Manages the preparation of appointment, reappointment, and termination packages for all senior leaders. Oversees the Senior Leaders Database to ensure tracking and reporting of senior leaders and reviews are accurate to facilitate review timelines and schedules as per University policies and Faculty of Medicine guidelines.
Liaises with administrative staff in Departments, Schools, Centres, Payroll, Faculty Relations, and Financial Operations to facilitate processing and resolve discrepancies on senior leader appointments based on FOM & University policies, procedures and guidelines. Analyzes documents and data submitted versus Workday for consistency and is responsible for resolving issues of inconsistency.
Oversees the process for administrative leave requests, reporting, and tracking. Ensures compliance based on FOM & University policies, procedures and guidelines and collective agreement. Prepares correspondence and paperwork on the behalf of the Dean and seek approval from Provost s Office as required.
Provides front line support and guidance on interpretation of the University policies and Faculty of Medicine guidelines in regards to senior leaders searches, appointment, reappointment, and reviews (Policy AP9, etc). Refers matters which are more than moderately complex to the Senior Manager, Faculty HR or Director, HR as appropriate.
Manages, researches, develops and maintains resource information related to senior leaders and honorifics appointments (e.g. templates, resource binders; training guides; appropriate website sections).
Identifies training needs, and participates in the design and delivery of workshops, presentations, meetings, and project initiatives with respect to senior leaders and honorifics, for academic and staff administrators.
Manage, review, and analyze senior leader faculty appointment and recruitment documentation and processes for compliance with UBC and FOM policies, procedures and guidelines. This includes reviewing documents such as financial sustainability plans, work permits, advertisements, offer letters and addenda, as well as CVs.
Works with other members of the Faculty Affairs team to develop reports that are used as part of the external and internal review process, and for reporting out to FOM Dean s Office units, the Dean, Faculty Executive, other University units, and external bodies.
Ensures faculty personnel files are compliant with Freedom of Information and Protection of Privacy guidelines and record management procedures are adhered.
Provides back-up support to other members of the Faculty Affairs Team.
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 Affairs team and clients. Work requires the incumbent to exercise tact, diplomacy, confidentiality and understanding of the complexities of the FOM. This position handles sensitive and highly confidential matters involving questions of ethics, appeals, conflict of interest, standard, government relations, personnel questions, etc. Errors could have a negative impact on the Dean s Office resulting in legal action, negative public relations, financial costs, and loss of credibility.
Inappropriate or delayed actions could impact the reputation of the Dean and the Faculty as well as liability to the University (i.e. late payments) 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.
Supervision Received
This position works independently under broad directives from the Director, HR, Faculty of Medicine. This position will also receive direction from the Senior Manager, Faculty HR, Executive Director, Faculty Affairs, the Executive Vice Dean, Vice-Dean and the Dean.
Supervision Given
Supervises and directs the work of the Administrative Assistant, Searches and Reviews, (including recruiting, training, developing, disciplining and terminating), as well as training and direction of work-study students and temporary clerical staff as needed.
Preferred Qualifications
Undergraduate degree in a relevant discipline.Human Resources Management training preferred.Minimum of two to three years of related experience or the equivalent combination of education and experience.Relevant UBC experience is preferred. Good knowledge of current human resources management practices. Excellent oral and written communication skills. Ability to maintain accuracy and attention to detail. Ability to establish and maintain supportive working relationships with faculty members, client departments and central University offices. Ability to exercise independent judgement, tact, discretion, diplomacy and confidentiality. Willingness and ability to investigate and resolve conflicts in a professional manner. Is flexible, confident and self-motivated. Ability to work independently as well as participate as a collaborative member in a team environment. Ability to set priorities, work under pressure and meet deadlines. Excellent technical and analytical skills and in utilizing PC software such as Windows MS Office including Word, Excel, PowerPoint and Access; experience with databases.
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