• Job Description

  Req#: JR15524
  Staff - Non Union

  Job Category

  M&P - AAPS

  Job Profile

  AAPS Salaried - Human Resources, Level B2

  Job Title

  Manager, Faculty Appointments & Recruitment

  Department

  Faculty Human Resources | Faculty Affairs | Faculty of Medicine

  Compensation Range

  $7,071.58 - $10,169.00 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

  December 13, 2023

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

  Job End Date

  This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

  Please submit a cover letter as part of your application.

  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 providing advice and solutions to complex matters related to faculty recruitment, faculty term appointments, and clinical faculty appointment, reappointment and promotion activities within the Faculty of Medicine (FoM), and has overall responsibility for the conferral of honorifics (Chairs, Professorships, Distinguished Scholars) within the FoM. The position provides advice and guidance on a broad range of issues regarding all facets of faculty HR to a broad range of internal and external stakeholders, 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. This position develops and implements a wide range of HR operations and initiatives.

  
  Organizational Status

  This position is part of the Faculty HR team within Faculty Affairs, Faculty of Medicine Dean’s Office.

  Our Vision: To Transform Health for Everyone

  Our Values: Respect, Integrity, Compassion, Collaboration and Equity

  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 position works collaboratively with the various complexities of numerous health authorities such as Provincial Health Services Authority, Vancouver Coastal Health, Providence Health Care, etc on issues related to different policies, procedures, funding structures for academic and clinical faculty appointments. Works within various national programs such as Canada Research Chair (CRC) Program and works collaboratively with units that govern the program such as UBC CRC Secretariat.

  Work Performed

  Directs the Assistant Managers, 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 day-to-day operations of the Assistant Managers, Faculty HR portfolio (includes faculty recruitment, faculty term appointment and clinical faculty appointment life cycle, and support to Clinical Faculty Affairs), 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.

  Manages, analyzes and provides oversight to the Assistant Managers, Faculty HR for the review of the recruitment process for all faculty and makes recommendations for approval to the Dean on Faculty appointments and reappointments. Manages, investigates, analyzes and advises on all complex matters related to faculty recruitment, faculty term appointments, and clinical faculty appointment, reappointment and promotion activities. Manages, reviews and analyzes faculty appointment and funding documentation (ie. Dean’s letter to Provost, briefing note to Vice Dean) for compliance with UBC and FoM policies, procedures and guidelines prior to submission to Dean for approval. The scope includes tenure and non tenure stream faculty of all different ranks, Clinical Faculty, Postdocs, Research Associates, Clinical Fellows, and all honorifics, who are distributed across the province.

  Provides leadership to the Assistant Managers, Faculty HR in the process and review of faculty term appointments, reappointments, honoraria, remuneration, terminations and notices and works closely with Faculty Relations to provide advice on non-compliance issues.

  Identifies training needs, and works with the team to develop, evaluate and deliver training programs with respect to all aspects faculty appointments and applications, salary awards, and recruitment best practices for staff administrators as well as for faculty members. Develops, supports and evaluates the implementation of new initiatives that support an improved workplace experience for all faculty within FoM. Conducts needs assessment and environmental scans on initiatives and programs, such as to develop a Faculty-wide onboarding program for new faculty hires, programs to improve retention of new faculty hires, especially those who are hired from the equity deserving groups, and etc.

  Provides advice to head of units and staff administrators on FoM and University policies, procedures, guidelines, and eligibility requirements. Trains and ensures Assistant Managers fully understand the evolving practices and are confident in implementing it across the Faculty and university.

  Manages and leads 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 ie. 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.

  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).

  Works with Director, HR on creating Faculty-wide recruitment initiatives and developing competition processes, application packages, and adjudication processes and criteria. Manages the administration of Faculty-wide recruitment initiatives. Responsible for preparing application and supporting documentation, provides advice and guidance to departments, ensure proposals meet criteria, include EDI considerations and manages and advises on the ranking and reviewing process of proposals with adjudication committee. Responsible to collect, track data to report back to the provost on the positions. Finalizes appointments of successful candidates after recruitment.

  Manages the coordination and administration of UBC Home Ownership Program (Housing Assistance Program and Prescribed Interest Rates Loans (PIRL)) applications received within the Faculty working with Departments and UBC Housing to finalize requests to the Dean. Review and advise on departmental Head’s letter of support of PIRL applications taking into EDI

  considerations. Continually review and streamline to improve through environmental scan, PIRL application and adjudication process by proposing changes to the review and approval process.

  Works with Clinical Faculty Affairs Director to create, develop, implement, and manage a variety of initiatives and programs in relation to Clinical Faculty (10,000+) engagement across FoM, such as recruitment, onboarding, communication, recognition, and awards. Conducts needs assessment, compiles, develops, and evaluates content, and determines and implements delivery methods. Facilitates training for staff administrators and head of units across FoM, utilizing a variety of delivery methods. Continuously evaluate and improves the effectiveness of the initiatives and programs.

  Manages and oversees an implementation of a new review of all departmental/school recommendations for clinical promotions and is responsible for working with colleagues at affiliated universities, the distributed sites and health authorities to ensure that consistent Clinical faculty policies and processes are implemented across the distributed medical program. Keeps the Dean informed of key considerations and ensures all documentation is in place for the review of clinical promotions. Participates in the dispute resolution process for clinical faculty. Investigates promotion committee recommendations of support or non-support of promotion. Reviews and advises on Department Head’s letter or recommendation to ensure bias free rationale and criteria for promotion is included. Prepares assessment to Dean for final approval.

  Collaborates, researches and conducts environmental scans to identify, develop and implement the design of new HR business processes for the Faculty, taking into consideration change impacts and implications for the Faculty and outside (Health Authorities). Manages the change and communication process for new business processes.

  Identifies, provides recommended actions, develops and implements revised HR policies to address gaps, improve processes, efficiency, etc. Maintains, interprets, and implements up-to-date knowledge: of human resources legislation, jurisprudence and management practices, and of UBC policies, procedures, collective agreements and other HR-related commitments by the University.

  Exercises creative thinking when providing advice and recommending solutions to matters of a complex nature and ambiguous situations where the solution may be unique to each individual case. Provides leadership to the Assistant Managers, Faculty HR in the process of registration of faculty members within the College of Physicians and Surgeons of BC, certification with the Royal College of Physicians and Surgeons of Canada, and provides advice on anomalies.

  Provides leadership to Assistant Managers, Faculty HR and participates in the review of FoM external salary award applications for adherence to university and agency guidelines prior to submission to the Dean. Creative problem solving required to manage and make recommendations for complex salary award cases, ie clinical faculty or partner faculty appointments, academic renewal positions, etc.

  Provides back-up support for the Searches and Reviews Portfolio where necessary.

  Performs other related duties as required.

  
  Consequence of Error/Judgement

  This position requires accurate advice and information provided in a timely manner, and makes decisions regarding the development and implementation of comprehensive Clinical policies, procedures, and systems having broad impact across the Departments, Schools, and Centres. 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 may often be performed independently within very limited time constraints, requiring the incumbent to meet deadlines and solve problems quickly and effectively, often under pressure. The incumbent is required to respond well to unexpected or unforeseen circumstances, at times. Inappropriate or delayed actions and if critical information has been overlooked or procedures have not been followed, could adversely affect the credibility of the Dean s Office, the FoM and the University. Errors could have a significant impact on our ability to attract and retain talented, excellent faculty members. 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

  Reports directly to the Senior Manager, Faculty HR. Takes direction from Director, Human Resources, Managing Director, Director, Clinical Faculty Affairs, Vice-Deans, and the Dean.

  
  Supervision Given

  This position manages the Assistant Managers, Faculty HR (2 FTE) May direct the work of work-study students and temporary staff.
  
  Minimum Qualifications
  Undergraduate degree in a relevant discipline. Minimum of four to five years of related work 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

  Degree in Business or HR Management preferred. Four to five years working in a complex HR environment, advising on recruitment, employee lifecycle, and strategic HR operations, preferred.

  Experience managing a team within a complex HR environment, preferred.

  Experience working in an unionized, health care, or educational environment in a client-facing role, preferred.

  Knowledge of University policies, procedures, governance and administrative systems is an asset.

  Experienced in exercising insightful analysis, strategic thinking, and effective problem-solving and organizational skills. Experience with process improvement, strategic initiatives, and project implementation, including training, an asset.

  Thorough knowledge of current HR best practices, including foundational knowledge of provincial and federal legislation governing HR policies and practices. Ability to provide effective and appropriate guidance and counsel on HR related matters. Ability to understand, interpret and apply policies, procedures and instructions, including collective agreements in a complex, unionized environment.

  Ability to be proactive and creative, identify gaps and stakeholder needs, and devise new methods of procedures to meet changing conditions and strategic priorities. Ability to prioritize and work effectively under pressure to meet deadlines.

  Solid experience in fostering positive, productive working relationships with internal and external stakeholders. Ability to be flexible, open and aware of own biases when collaborating with stakeholders with diverse background and different perspectives. High level of earned trust, appropriate confidentiality, and sound judgment in conduct and interactions. Ability to exercise judgment, tact, discretion, and diplomacy. Willingness and ability to investigate and resolve conflicts in a professional manner.

  Ability to be comfortable with ambiguity and change. Customer focused approach with the ability to work as part of a team and individually. Articulate, thoughtful, open and receptive communicator, verbally and in writing. Skilled in drafting and polishing documents using clear and concise business English. Ability to effectively facilitate and deliver training.

  Ability to maintain accuracy and attention to detail. Competency in HR systems, word processing, spreadsheet and database applications, and ability to learn new software.

• About the company

  25306 The University of British Columbia is a public research university with campuses in Vancouver and Kelowna, British Columbia.

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