Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
February 22, 2027
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 HR Assistant is responsible for coordinating clinical faculty appointments as well as coordinating the Department of Medicine’s clinical faculty promotions process, and associate membership reappointments. They are also responsible for coordinating the bi-annual academic certification process for the Royal College of Physicians and Surgeons of Canada, advising Division Heads, Division Administrators, and faculty members on faculty HR policies, practices, and processes, tracking departmental timelines and deadlines, creating the HR reappointment forms, collating metrics for reviews and reports, coordinating the faculty merit process, and providing support to the Faculty HR Coordinator.
Organizational Status
This position reports to the Faculty HR Coordinator and works with the HR Manager, Head’s Administrative Coordinator, and Director of Administration in the Department of Medicine. This position communicates regularly with Division Administrators, Department of Medicine (DOM) staff and faculty, Department of Medicine (DOM) managers, Faculty of Medicine (FOM) staff, UBC Faculty Relations, Human Resources, and Payroll.
Work Performed
Academic and Clinical Faculty Appointments:
Provides information to Division Heads, Division Administrators, and other HR Assistants in the Department of Medicine on UBC, Faculty of Medicine and Department of Medicine policies, practices and processes related to clinical faculty, academic faculty and referee letters including determining eligibility, sending out referee requests and reviewing letters, responding to queries, and drafting letter correspondence on behalf of the Department Head.
Works with faculty members, Division Heads, Division Administrators, distributed sites, and the Faculty of Medicine Dean’s Office to ensure documentation is complete. Enters appointment details into Workday and TTPS once the appointment is approved.
Coordinates, gathers, and summarizes appropriate documentation for clinical and academic faculty who are reviewed by the Academic Appointment, Reappointment, Promotion, Tenure (AARPT) Committee. Follows up on changes or information requested by the Committee and ensures appointments and promotions are approved and processed in a timely manner. This includes communicating information about clinical promotions and collecting expressions of interest.
Prepares and sends out template congratulations letters, offer letters and welcome packages to new Clinical Faculty members.
Maintains appropriate tracking lists and systems to monitor the status of the various faculty appointments, both individually and by rank.
Academic Registration/Certification:
Coordinates the bi-annual Royal College of Physicians and Surgeons of Canada Academic Certification process and ad-hoc Academic Registration requests through the College of Physicians and Surgeons of BC.
Advises Division Heads, Division Administrators, interested faculty members, and other HR Assistants in the Department of Medicine of Academic Registration and Academic Certification policies, practices, and processes including determining eligibility. Answers queries as needed.
Coordinates departmental timelines and deadlines for Royal College of Physicians and Surgeons of Canada Academic Certification process for the Department of Medicine.
Drafts letters on behalf of the Department Head. Checks paperwork for completion and sends the completed packages to the Faculty of Medicine.
Faculty Merit Process:
Collates feedback and disseminates faculty files to the Division Heads for review.
Coordinates departmental timelines and deadlines as to when the Division Heads need to return completed files.
Inputs Division Head feedback into a tracking spreadsheet for Department Head review.
HR Administrative Support:
Pulls reports and collates HR metrics for reviews, reports and reappointment forms such as the division reviews and annual reports.
Responsible for file management of HR files including creating, organizing filing, archiving, and disposal.
Provides administrative support to the Department of Medicine Mentoring and AARPT Committee
Provides support to the Faculty HR Coordinator.
Participates in HR projects and special events, including strategic planning discussions and training sessions.
Answers inquiries and provides advice within limited interpretation of UBC policies and agreements.
Participates in interviewing, testing and reference checks if support is needed.
Provides back up support to the HR Assistants as needed
Performs other duties as required.
Consequence of Error/Judgement
Errors in advice would negatively impact clinical faculty members, , and faculty members with associate membership, causing teaching eligibility issues that could impact accreditation standards and receipt of teaching payments. Incorrect data entry into the database would produce errors, which could result in jeopardizing the integrity of the system, and have a serious impact on the hiring of new employees and the reappointments, which could result in budget problems. Discrepancies with incorrect data entry could affect promotions, salary changes, appointment errors for faculty not being paid. This would prove to be costly in some cases and extremely embarrassing for the Department and University. Duties require a high level of confidentiality.
Exercises judgment and initiative in handling matters of a non-routine nature requiring the interpretation of University and Departmental guidelines, procedures and policies. May develop new methods and procedures to handle workload issues. Participates in making decision regarding goals and policies of work unit.
Supervision Received
This position reports directly to the Faculty HR Coordinator and in the absence of the Faculty HR Coordinator, reports to the HR Manager.
Supervision Given
This position has no direct supervisory role but trains new HR Assistants on the clinical faculty appointment, reappointment, and promotion processes.
Minimum Qualifications
High School graduation, plus two year post secondary diploma, plus four years of related experience, or an 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
Training in office procedures. Experience in a medical environment preferred. Ability to effectively use word processing, spreadsheet, email, and database applications at an intermediate level. Ability to communicate effectively verbally and in writing. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to effectively manage multiple tasks and changing priorities. Ability to be thorough, accurate, and have a high level of attention to detail. Ability to work in a fast-paced environment, exercise initiative, and stay organized. Ability to perform word processing at 55 words per minute. Ability to operate job-related equipment. Ability to review, analyze, and synthesize complex information into summaries and reports. Ability to understand and apply policies, procedures, and instructions. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to create and accurately maintain record and filing systems. Ability to interpret and prepare various statistical reports. Ability to exercise sound judgment. Ability to make thoughtful, informed, and thorough decisions. Ability to exercise tact and discretion when dealing with sensitive and/or confidential matters. Ability to effectively resolve client complaints in a calm, non-confrontational manner, and by exercising sound judgment. Ability to assist clients in identifying appropriate courses of action. Ability to provide quality service to customers in a courteous, patient manner. Ability to work effectively independently and in a team environment.