Assistant, Faculty HR - Jobs in Vancouver, BC

Job Description

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - HR Admin Clerk 4 (Gr8)Job TitleAssistant, Faculty HRDepartmentFaculty Human Resources | Promotion and Tenure Support | Faculty of MedicineCompensation Range4,137.00 - $4,456.00 CAD MonthlyPosting End DateAugust 5, 2022Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.Job End DateOct 27, 2023This 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.This is a 12-month leave coverage.This position has the option of a hybrid work arrangementJOB SUMMARYThis position is part of the Faculty HR team within Faculty Affairs that oversees all faculty recruitment, appointment, and tenure and promotion activities within the Faculty of Medicine (FoM). This position provides administrative support to the Managers, Faculty HR, for the coordination of promotion and tenure reviews for the (FOM) and supports the administrative needs of the Faculty HR team. This position is also responsible for the general human resources administration of term faculty appointments, Associate Memberships, Emeriti requests, Faculty Housing and Provost Childcare Programs, as well as provides advice to staff administrators in Departments, Schools, and Centres and to faculty members. The incumbent will liaise with all units within the FOM Deans Office, units within the Faculty, Provosts Office, Faculty Relations, UBC Payroll, and UBC units and distributed sites as required.ORGANIZATIONAL STATUSOur 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, three schools, and 24 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 PERFORMEDReviews and analyzes appointment and reappointment documentation for term faculty members who are outside of the Bargaining Unit for compliance with UBC and FOM policies, procedures and guidelines prior to approving on behalf of the Dean. This includes reviewing documents such as application forms, licensing, work permits, offer letters, leave requests, and CVs. Uses initiative and interpretation to identify potential or actual problems and investigate and resolve problems, referring complex issues to the Assistant Managers or Managers, Faculty HR as appropriate.Coordinates the Clinical Faculty promotions process by reviewing recommendations from Departments and Schools for completeness and consistency with the Policy on Clinical Faculty Appointments, preparing the Deans correspondence, coordinating preparation of promotion certificates, and overseeing the processing of clinical promotions on Workday.Advises staff Administrators on UBC and FOM policies and procedures, referring complex issues and questions to the Assistant Managers, Faculty HR.Monitors Clinical Faculty Affairs email, responding to inquiries regarding clinical faculty members and the Faculty of Medicine Policy on Clinical Faculty Appointments, frequently resolving moderately complex issues and questions.Manages the annual order of plaques for Clinical Faculty members, including preparing the purchase order, liaising with the supplier, and coordinating distribution.Reviews and analyzes various human resources appointment matters relating to term faculty members including determination of benefit eligibility, honoraria payments, and emeritus status.Responsible for full cycle recruitment, appointment, and termination activities for work-study students within the Faculty HR team, and completes timesheets. Works with the Assistant Managers, Faculty HR on student performance appraisals.Coordinating the Faculty Housing and Provost Childcare Programs, and corresponding with Department and School Administrators, Faculty Relations, the Housing and Relocation Office, UBC Treasury as well as individual faculty members.Responsible for the extraction of data from FOMs databases and UBC HR systems as required. Creates reports on faculty appointment and recruitment data as requested by external bodies and FOM Dean’s Office units, including the Association of Faculties of Medicine of Canada annual survey.Responsible for tracking the Facultys Promotion & Tenure and Streamlined Appointment cases (40/year). Monitors timelines and follows-up where appropriate with Department and School Administrators and/or Faculty Relations.Provides advice and assistance on promotion/tenure inquiries as per the Collective Agreement, UBC policies and the Guide to Reappointment, Promotion and Tenure Procedures at UBC. Refers more complex promotion/tenure queries to the Managers, Faculty HR.Assists with the planning of the Faculty Appointment, Reappointment, Promotion and Tenure (Faculty ARPT) Committee meetings including coordinating with the Deans support team, Committee Members, as well as the FOM Digital Solutions team as required.Supports the Faculty ARPT Committee including answering general enquiries, sending agenda and files, documenting member attendance and minutes.Responsible for the preliminary review of promotion & tenure dossiers for consideration by the Faculty ARPT Committee, including checking for referee conflicts, identifying missing documentation or anomalies which are brought to the attention of the Managers, Faculty HR. Assembles and forwards finalized appointment/promotion dossiers for review by the Senior Appointments Committee.Prepares various letters regarding faculty appointments and promotions to Departments/Schools and faculty members on behalf of the Dean or Vice-Dean, Academic. Responsible for checking eligibility requirements for the Quarter Century Club and Tempus Fugit, and working closely with Faculty Relations.Responsible for the maintenance of information on MedNet including updating templates, checklists, documents, and workshop information.Assists with the planning, development and updating of FOM procedures and templates ensuring information is current, relevant and accessible to Departments, Schools, and Centres on MedNet.Logs and sorts incoming and outgoing electronic Faculty HR documents via OneDrive and internal department drives. May include photocopying and scanning hardcopies as required.Manages the hardcopy and electronic personnel files and documentation related to promotion and tenure files, including file creation, culling, archiving, and records retention.Coordinates workshop events for the Faculty HR team including meeting room bookings, video conferencing, and attendance.Prepares documents and records new and reappointed Associate Memberships.Provides Deans Office reception coverage as required.Perform other related duties, such as preparing various requisitions for payment, as required.CONSEQUENCE OF ERRORThis position requires judgment, tact, discretion and initiative to an outstanding degree. This position handles sensitive and highly confidential matters involving questions of appeals, conflict of interest, personnel questions, etc. Errors could have a negative impact on the Deans Office resulting in legal action, negative public relations, financial costs, and loss of credibility.SUPERVISION RECEIVEDReports to the Managers, Faculty HR and works closely with the Assistant Managers, Faculty HR. May also receive specific tasks from the Senior Manager, Faculty HR and the Director, Human Resources. This position will also receive direction from the Executive Director, Faculty Affairs and the Vice-Dean, Academic. Performs familiar duties independently and in accordance with established procedures.SUPERVISION GIVENResponsible for overseeing the training and work for up to two work-study students. Trains newly hired staff within the Faculty HR team on work procedures. May be required to supervise and delegate the work of temporary clerical staff.QUALIFICATIONSHigh School graduation and two-year post-secondary diploma. 4 years relevant experience or the equivalent combination of education and experience. Relevant UBC experience preferred.Must have intermediate skills in Microsoft Office programs including Word, Excel, PowerPoint, Outlook, OneDrive and database programs. Strong ability to manage Outlook and related electronic platforms (doodle polls, Zoom). Ability to use internet applications and tools at an intermediate level. Ability to type 60 wpm and operate a normal range of office equipment. Ability to use initiative, interpretation and/or ingenuity to identify potential or actual problems, investigate cases and resolve problems. Ability to develop ideas resulting in moderate changes to existing procedures, practices, standards, specifications, services or projects. Ability to prioritize work, multi-task, work under pressure and with interruptions, and meet deadlines. Highly effective verbal and written communication skills. Ability to politely screen calls and direct as appropriate. Ability to compose correspondence, reports, presentations and other written materials using clear concise business English. Ability to research and compile information from various sources, and to review, analyze and synthesize complex information into summaries and reports. Ability to exercise tact and discretion with confidential matters. Actively listens and probes for further information to ascertain complexity of request and make thoughtful, informed and thorough decisions. Ability to verify, explain, and/or exchange detailed/specialized information. Ability to effectively resolve client concerns in a calm, non-confrontational manner by analyzing problems and identifying key information and issues. Ability to determine the nature and urgency of inquiries and issues and triage appropriately. Ability to develop and maintain cooperative and productive working relationships. Highly effective organizational and interpersonal skills. Ability to adapt to, and work effectively, under pressure and meet deadlines in an environment that is fast paced, with high volume and critical deadlines. Ability to be thorough and maintain accuracy and high level of attention to detail. Ability to work both independently and participate as an effective member in a team environment. Knowledge of UBC Policies and Procedures.Quick Apply

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