Faculty Resources Assistant - Jobs in Vancouver, BC

Job Description

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 4 (Gr8)Job TitleFaculty Resources AssistantDepartmentFaculty and Emeritus | Faculty Wide | UBC Sauder School of BusinessCompensation Range$4,137.00 - $4,456.00 CAD MonthlyPosting End DateNovember 1, 2022Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.Job End DateJob SummaryUBC Sauder School of Business is one of the world’s leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.When you join UBC Sauder School of Business you become part of a team of academics and professionals committed to making a positive impact through business education.We acknowledge that UBC Sauder at the Vancouver Campus is situated within the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at the UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.The Faculty Resources Assistant coordinates the Faculty Human Resources functions and supports a variety of complex administrative tasks within the UBC Sauder School of Business. The Assistant is responsible for coordinating all Human Resources functions for the UBC Sauder faculty. This includes handling electronic processes related to recruitment, appointment, reappointment and tenure of the UBC Sauder faculty, processing salary increases and stipends, providing timely responses to front line HR questions and providing appropriate reports and documentation.The Faculty Resources Assistant coordinates a variety of ongoing, annual and one-time projects and activities for UBC Sauder faculty and provides wide-ranging and confidential administrative, secretarial and reception support for the Senior Associate Dean, Faculty at UBC Sauder.Organizational StatusReports to the Senior Associate Dean, Faculty and works closely with Faculty Resource Specialist, Division Chairs, Divisional Assistants, Faculty committees, full-time faculty, part-time faculty, and external academics. Liaises with the UBC Relocation Office and Faculty Relations Office, as well as various UBC Sauder units (Marketing and Communications, Administration Office, etc.).Work Performed

• Oversees HR and administrative processes related to the recruitment, appointment, reappointment and onboarding of all research, teaching and visiting faculty of UBC Sauder.
• Supports the hiring process and works with the Marketing and Communications unit to create job postings.
• Drafts offer letters and processes appointments/reappointments in Workday, while ensuring accurate information is extracted from the personnel files and systems related to teaching credits and payments.
• Liaises with and refers to the UBC Relocation Office on immigration, permanent residency and personal requirements (housing, daycare, relocation companies etc.) for the new faculty to ensure a smooth transition into their new environment. Acts as a point of contact and follows up on behalf of faculty members.
• Supports the integration of new full-time faculty members to UBC Sauder by guiding/advising them on the University and UBC Sauder policies and procedures.
• Provides training to new faculty members on Workday tasks and procedures.
• Processes payments in Workday for faculty overload teaching, stipends, honoraria and other one-time payments.
• Supports part-time faculty evaluation by collecting and compiling information (e.g., CVs and Annual Activity Reports).
• Responds to confidential enquiries and provides a variety of information to faculty members on permanent residency, housing, benefits, grants, conditions of appointment and reappointment, etc.
• Supports the Appointment, Reappointment, Promotion and Tenure process, including compiling confidential information/documents according to the APT guidelines and procedures.
• Oversees the preparation and processing of confidential documentation related to faculty appointments, reappointments, leaves, etc.
• Working with the Faculty Resources Specialist and the Peer Review of Teaching Chair, supports the Peer Review of Teaching process.
• Oversees the annual faculty salary increase process as well as faculty research stipends, including calculation, communication and input into Workday.
• Coordinates the teaching and research excellence awards process. Works with the APAC Chair to send out nominations, assemble supporting documentation, schedule meetings; liaises with Lead, Strategic Decision Support Analytics for course evaluations.
• Coordinates the planning of and attends faculty events, welcome receptions, faculty-wide seminars, retreats and new faculty orientation sessions. Works closely with the UBC Sauder Events Team and the Dean’s Office Administrative Assistant to book venues, meeting rooms and arrange catering and technical support as required. Ensures all arrangements are delivered and completed in a timely manner.
• Provides administrative support to Division Chairs’ meetings, including scheduling, arranging rooms bookings and catering, producing agendas and meeting minutes.
• Organizes the Senior Associate Dean’s calendar: schedules meetings and appointments, identifies and communicates high priority requests and coordinates with other schedules. Coordinates travel, accommodation, itineraries, agendas, meetings etc.
• Compiles and maintains a wide variety of information and employee data: status of faculty tenure clock, work permit expiry dates, term end dates, leaves of absence, etc. Establishes tracking systems for gathering information for decision making.
• Performs financial duties: processes expenses, credit card reconciliations, travel requisitions and other reimbursement.
• Proofreads and copyedits external and internal documents.
• Liaises with Senior Analyst, Strategic Projects/Data Analytics for external faculty surveys including the Financial Times MBA and MM Surveys and AACSB Faculty Survey.
• Maintains all personnel data in Workday and employee physical and electronic files.
• Ensures all data collection and retention complies with the Freedom of Information and Privacy Act and UBC records retention policy.
• Performs other duties as required.

Consequence of Error/JudgementExpected to exercise judgment in establishing priorities and carrying tasks through to completion in a timely manner. Exercises exceptional discretion, tact and judgment in handling matters that are of a confidential and strategic nature. Timeliness, diplomacy and the ability to multitask are essential when dealing with complex inquiries and other varied assignments. Errors could result in a variety of problems relating to payroll issues, and have a negative impact on the effectiveness and image of the Dean’s office and unnecessary distress to various individuals.Supervision ReceivedReports to the Senior Associate Dean, Faculty. Works closely with and receives day-to-day direction from the Faculty Resources Specialist. Works closely with other Senior Associate Deans.Supervision GivenProvides formal training to new UBC Sauder faculty members on Workday tasks and procedures. Supervises student workers for projects assigned by the Senior Associate Dean, Faculty.Minimum QualificationsHigh School graduation, plus a two year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.Preferred Qualifications

• Administrative/secretarial training is an asset.
• Experience in office procedures and practices or equivalent skills and experience.
• Excellent oral and written communication skills. Ability to communicate effectively and tactfully with a variety of stakeholders.
• Proficiency in the use of English grammar, spelling and punctuation and proficiency with professional terminology.
• Ability to check correspondence for accuracy is critical.
• A high degree of initiative and integrity required in dealing frequently with confidential material and enquiries.
• Ability to exercise a high level of tact, diplomacy and discretion, and treat information on a confidential basis as appropriate.
• Must be well organized with ability to prioritize assignments and work independently, proactively and in a team environment.
• Ability to plan and to complete work assignments independently without ongoing direction. Superior task planning and time management skills.
• Excellent organizational and multitasking skills and ability to work under pressure of deadlines.
• Excellent word processing and accurate data entry skills. Ability to take and transcribe accurate meeting minutes.
• Knowledge of University policies and procedures is an asset.
• Computer experience in Outlook, Word and Excel (advanced level). Experience in Workday or other HRMS system would be an asset.

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.Pursuant to the BC Human Rights Code Article 42, preference will be given to Indigenous applicants.All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.Quick Apply

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