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.
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
OngoingAt 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 Description
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
This position is responsible for managing the HR function and administrative practices for all faculty members across the Faculty of Medicine (FoM). This position develops and implements standardized human resource practices, procedures and comprehensive systems having a significant impact within all Departments, Schools, Centres, and Institutes (approximately 47 units). Resolves many intricate and unusual faculty HR issues including appointment, reappointment, promotion, termination, and is responsible for the development and delivery of training programs. Reporting to the Senior Manager, Faculty HR, the incumbent is part of a management team that oversees all faculty HR activities, providing advice to the Dean, Vice Deans, academic leaders and staff administrators in Departments, Schools, Centres, Institutes as well as to individual faculty members over the course of their life cycle at the University. Liaises with UBC Payroll and UBC Faculty Relations. The incumbent exercises initiative and judgement in advising and providing guidance and human resource expertise to academic and staff administrators in the FoM units on a broad range of issues regarding all facets of faculty HR practices, both in the FoM and the University.
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.
Work Performed
The position has Faculty-wide scope and contributes to the Faculty’s strategic activities, plans and objectives by identifying issues and objectives, evaluating organizational impact, introducing new initiatives to move the strategic plans forward. Participates in establishing Faculty-wide practices and procedures within the portfolio and in collaboration with the Director, HR, leads the development of strategic initiatives that are complex in scope. Participates in strategic initiatives of the Dean and Vice Dean, Academic as requested.
Reviews departmental/school appointment, reappointment, promotion and tenure recommendations for full-time tenure stream faculty members and partner appointees (approx.60 cases/year) submitted to the Dean s Advisory Committee and ensures that departmental/school and the Dean s recommendations are prepared in compliance with the UBC Agreement on Conditions of Appointment for Faculty, the Policy on Partner Appointments, and other related guidelines.
Manages administrative functions, including serving as the Secretary and resource person, to the Dean s Advisory Committee, Vice Dean, Academic and the Dean on appointment, reappointment, promotion and tenure matters; ensures preparation of agenda for committee members, prioritizes cases based on University deadlines, determines appropriate materials to be included in files, attends meetings, prepares the case files and resource materials, continuously reviews processes and procedures, and ensures the Dean s Advisory Committee, Vice Dean, Academic and Dean are informed of key considerations.
Responsible for action items and follow-through on preparation for all appointment, reappointment promotion and tenure recommendations to be reviewed by the Dean s Advisory Committee and the Dean; prepares any confidential correspondence from the Dean to the Heads/Directors, to the candidate &/or to the President, as a result of the Dean s Advisory Committee s deliberations and the Dean s recommendations.
Responsible for the maintenance of the reappointment and tenure review schedule of all full-time tenure stream faculty members, and the reappointment and promotion review schedule for all partner appointees, within the Faculty of Medicine.
Oversees and manages high profile, complex recruitments, such as those who are also conferred an honorific, Canada Research Chair (CRC), Canada Excellence Research Chair (CERC), President's Excellence Chair (PEC), Leading Edge Endowment Fund Chair (LEEF), etc. This includes review, analysis and advice on matters related to advertising, immigration, appointment, salaries, funding support (from external funds i.e. BC Government), benefits, housing and other appointment and onboarding related matters. Liaises with other UBC Faculties on joint recruitments and appointments. Composes complex offer letters, including preparation of correspondence and documentation for faculty members who are conferred an honorific, on behalf of the Dean. Partners with departments to participate with their internal recruitment process as required.
Works with FoM Development and Finance team on creation of honorifics and developing terms of references and agreements in accordance to donor’s intent. Develops and manages the process for the recruitment and conferral of honorifics (i.e. Chairs, Professorships, and Distinguished Scholars) as defined by University Policy. Liaises with FoM Development on honorifics recruitments and appointments to ensure compliance with the deed, endowment and gift agreements. Responsible to initiate the process for requesting exceptions to the honorific terms and conditions. Liaises with FoM Development on coordination of Endowment Impact Reports and annual reporting. Investigates requests to ensure positions are realistic, achievable and within guidelines. Ensure positions meet donor requests and have funding is allocated appropriately in compliance with UBC guidelines (honorarium policy, stipends, etc).
Investigates and recommends solutions to intricate, unusual or irregular faculty HR issues by communicating with academic and staff administrators and/or Faculty Relations. Provides guidance and advises academic leaders and staff administrators, as well as individual faculty members, regarding all aspects of faculty appointments, leaves, terminations, and retirements. Provides interpretation and advice regarding the Collective Agreement between the University and the Faculty Association, Employment Standards, University and FoM policies, procedures, and guidelines.
Works independently to manage, review and analyze all documentation and provides options for consideration to the Dean on leaves, recruitment requests, and any exceptions to policy. Works independently to manage, review, analyze and approve faculty appointment requests as delegated by the Dean of Medicine. Manages various matters relating to faculty members, including paid and unpaid leave applications, determination of benefit eligibility including housing assistance, honoraria payments, and emeritus status. Manages the secondment process for faculty members.
Provides advice and assistance to department administrators on matters of immigration, academic certification, and licensure for the ongoing appointment of faculty members. Ensures current guidelines for Royal College of Physicians and Surgeons of Canada, and the College of Physicians and Surgeons of BC regarding academic appointments are communicated and met.
Oversees the day-to-day operations of the Assistant Managers, Faculty HR portfolio (includes faculty recruitment), ensuring high quality human resources services and advise to all clients across FoM academic units. Reviews, develops, and provides continued improvements and updates to and support for all faculty internal FoM Dean’s Office processes and systems within this portfolio. Ensures HR best practice models and UBC policies and procedures are consistently implemented across all FoM academic units.
Directs the Assistant Managers, Faculty HR and Coordinator, Faculty HR. Directly responsible for their recruitment, training, performance evaluation, career advancement, staff professional development, discipline and termination, as required. Sets office priorities; organizes and adjusts workflow, including scheduling leave. Responsible for staff performance and ensuring that assigned responsibilities are performed efficiently and effectively.
Oversees the Faculty level review of clinical faculty appointments, reappointment, and promotion. Provides advice and directs the Assistant Managers, Faculty HR on preparation of case files and confidential correspondence for the Dean to send to Heads/ Directors and the University, and manages the dispute resolution process for clinical faculty.
Responsible for managing the information requests made to the UBC Faculty of Medicine under the Freedom of Information and Protection of Privacy Act (“FIPPA”). Works directly with the Office of University Counsel on behalf of the Dean to verify and complete the requests, including identifying the appropriate parties to fulfill the requests.
Oversees the process of academic, provisional and administrative licensure of faculty members within the College of Physicians and Surgeons of BC and the Royal College of Physicians and Surgeons of Canada and provides advice on anomalies.
Identifies Department, School, Centre, and Dean’s Advisory Committee development needs, participates in the design and delivery of workshops, presentations, meetings, and project initiatives with respect to faculty appointment, recruitment, tenure and promotion matters for academic and staff administrators, as well as for faculty members.
Manages, researches, develops and maintains information related to HR processes (e.g. templates, training guides, appropriate website sections). May consult with or provide advice/assistance to relevant university staff (e.g. Manager/Assistant Managers, UBC Faculty Relations).
Based on functional requirements, determines the need for a variety of statistical database reports related to this portfolio. Develops reports used for strategic planning and reporting out to FoM Dean s Office units, the Dean, Faculty Executive, other University units, and external bodies. Develops and implements reporting framework of HR metrics as related, and subsequent analysis and evaluation.
Manages all faculty personnel files. Ensures FOIPOP guidelines and record management procedures are adhered to in regards to faculty personnel files.
Other initiatives and tasks as required.
Consequence of Error/Judgement
Makes decisions regarding the development and implementation of comprehensive policies, procedures, and systems having broad impact across the Departments, Schools, and Centres. This position has significant influence on the quality and effectiveness of Faculty services and practices across departments/schools/centres/institutes. The position requires a high degree of discretion, judgment and initiative. Work requires the incumbent to exercise tact, diplomacy, confidentiality and understanding of the complexities of the FoM. Work must often be performed independently within very limited time constraints, requiring the incumbent to meet deadlines and solve problems quickly and effectively, often under pressure. They will be required to respond well to unexpected or unforeseen circumstances, at times.
Inappropriate or delayed actions could result in embarrassment to 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. Errors could have a significant impact on the reputation of the Dean s Office, the FoM and the University and could affect our ability to attract and retain talented, excellent faculty members.
Supervision Received
Works independently under broad directives from the Senior Manager, Faculty HR. Takes direction from the Director, HR, Vice Dean, Academic Affairs and Dean.
Supervision Given
Supervises and directs the work of the Assistant Managers, Faculty HR and Coordinator, Faculty HR, (including recruiting, training, developing, disciplining and terminating), as well as the recruiting, training and directing the work of work-study students and temporary staff.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of five 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
Administrative experience is an asset. Knowledge of University policies, procedures, governance and administrative systems experience with particular emphasis on faculty member appointments and UBC human resources experience. Demonstrated ability to build and maintain relationships with diverse teams, clients, and central University offices. Ability to be flexible, open and aware of own biases when collaborating with stakeholders with diverse background and different perspectives. Excellent technical and analytical skills and in utilizing PC software such as Windows MS Office. Ability to set prioritizes, work effectively under pressure, and to meet deadlines. Ability to compose complex correspondence and to apply a broad knowledge of policies and procedures. Ability to take initiative in decision-making and in resolving problems that may not be clearly covered by guidelines. Ability to maintain accuracy and attention to detail. Ability to exercise a high level of tact, discretion, diplomacy, and confidentiality when communicating with a diverse range of people. Ability to establish and maintain supportive working relationships with client departments as well as central University offices. Is flexible, confident and self-motivated. Ability to work independently as well as participate as a collaborative member in a team environment. Ability to manage staff performance by establishing standards and goals, evaluating performance, providing feedback and taking corrective action.