Job Title

Get AI-powered advice on this job and more exclusive features. Job Summary The Faculty HR Coordinator provides advice and recommendations on a wide range of human resources management issues for term faculty appointees and is the primary contact for certification applications with the Royal College of Physicians and Surgeons of Canada, and registration applications with the College of Physicians and Surgeons of BC within the Faculty of Medicine (FoM), Clinical Faculty appointment and promotion administration and Academic Faculty appointment, reappointment, promotion and tenure administration, supported the ViceDean, Academic Affairs and Faculty HR Managers. This position will provide advice to senior administrative leaders including the Dean and Vice Deans and staff administrators in Departments, Schools, Centres, and liaises with other FoM Deans Office units, UBC Payroll, Faculty Relations, Housing and Relocation Services, and the Office of the Provost and VicePresident, Academic. Provides general advice in regards to interpretation of the collective agreements and other agreements and handbooks and other policies or legislation governing conditions of employment. Work Performed Responsible for managing and overseeing term faculty items, including appointments, reappointments, salary administration, benefit eligibility, and honoraria. Provides advice and recommendations to client units regarding the interpretation of collective agreements and other agreements, policies, and legislation governing conditions of employment as they may overlap in determining appropriate appointment. Investigates Workday business processes, recommends solutions and liaises with integrated service centre (ISC) and FOM administrative staff to resolve discrepancies based on FoM & University policies, procedures and guidelines. Responsible for managing the Annual Honorary Reappointment process to completion, which involves defining and communicating the tasks and instructions for data management in accordance with Workdays requirements as well as UBC and FoM policies, working with administrators in Departments, Schools, and the distributed sites, Faculty Relations, and business and systems analyst to ensure successful data transfer and integration in Workday and other downstream systems, and providing training and support to administrators throughout the process. For appointment recommendations that are not in compliance with UBC and FoM policies, the Faculty HR Coordinator must investigate, consult with Departments/ Schools, make recommendations and work closely with Departments/Schools to resolve noncompliance issues. Issues that are more complex (i.e. leaves, terminations, notices, immigration) are referred to the Faculty HR Assistant Managers for resolution. Supports the ViceDean, Academic Affairs on matters related to Faculty Appointment, Reappointment, Promotion and Tenure (ARPT) processes, including but not limited to, developing training and best practice resources, analyzing dossiers and investigating conflicts of interests, anomalies and inconsistencies. Advises Faculty ARPT Committee on relevant UBC policy and procedures, and liaises with Faculty HR Manager to review the operational viability of proposed changes and develop recommendations for policies and procedures to improve ARPT. Seeks guidance from Faculty HR Managers and ViceDean, Academic Affairs on complex issues in ARPT. Supports the Director, Clinical Faculty Affairs on matters related to FoM Clinical Faculty. Advises Director and Clinical Faculty Affairs Committee (CFAC) on relevant UBC policy and procedures. Reviews appointment and promotion files, analyzes and investigates anomalies and inconsistencies, escalating complex cases to Faculty HR Assistant Managers. Resolves inquiries raised to Clinical Faculty Affairs, working with Director, Clinical Faculty Affairs. Works with colleagues at affiliated universities, the distributed sites and health authorities to ensure that consistent policies and processes are implemented across the distributed medical program. Responsible for analysis and distribution of data as required or requested by external bodies and FoM Deans Office units. Escalates complex analysis to Faculty HR Assistant Managers. Manages requests to the Dean to support licensing with the Royal College of Physicians and Surgeons of Canada and College of Physicians and Surgeons of Canada. Advises Department/School administrators, including interpretation of the Colleges Bylaws, assessing required criteria has been met and request is appropriate. Ensures College of Physicians and Surgeons of BC disciplinary notifications regarding faculty members are circulated and acted upon by Departments/Schools as required. Complex matters escalate to Faculty HR Assistant Managers for resolution. Responsible for a Faculty HR monthly communications to Department, School, and Centre Senior Administrators and HR Managers and Administrators. Ensures the FoM website is current and in compliance with relevant UBC practice and relevant policies. Manages Faculty HR pages on MedNet, including developing training content, templates, checklists, documents for Departments/Schools in all areas of HR matters with input from members of the Faculty HR team. Responsible for recruitment, appointment, performance and termination for student workers. Develops, fosters and maintains collaborative relationships with client units and employees to assist with resolution of human resources matters. Provides backup support to the Faculty HR team as needed. Performs other related duties as assigned. Consequence of Error / Judgement Represents the Deans Office, including the Dean, ViceDeans and other leadership positions, in items that fall under Faculty HR portfolio. Provision of accurate advice and information in a timely manner enhances the effective and efficient operation of the Faculty HR team and clients. Work requires the incumbent to exercise tact, diplomacy, confidentiality and understanding of the complexities of the FoM. Exercises judgment based upon a thorough knowledge of procedures, guidelines, agreements and regulations. Exercises initiative and independence to address standard and at times unusual situations, escalating complex issues to Faculty HR Assistant Manager or others as appropriate. Inappropriate advice, inaccurate information provided or delayed actions could impact the reputation of 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, arbitration processes, or the initiation of litigation. Supervision Received Works independently to complete tasks, reports directly to the Assistant Managers, Faculty HR, and takes direction from the Manager, Faculty Recruitment, Faculty HR Managers, Faculty HR Senior Managers, and Director, HR, as well as other senior administrative leaders. Supervision Given Provides guidance and support to unionized positions in the Faculty HR office. May be required to delegate and oversee the work of temporary clerical staff or students. Minimum Qualifications Undergraduate degree in a relevant discipline. Minimum of two to three years of related experience, or the equivalent combination of education and experience. Demonstrated ability to actively create and sustain respectful and inclusive environments. Demonstrated ability to work collaboratively and interact with empathy, understanding, and humility with people from diverse backgrounds and with diverse identities, perspectives, and behaviours. Commitment to upholding the Faculty of Medicines values of respect, integrity, compassion, collaboration, and equity. Preferred Qualifications Degree in Human Resources Management preferred. Willingness to respect diverse perspectives, including perspectives in conflict with ones own. Demonstrates a commitment to enhancing ones own awareness, knowledge, and skills related to equity, diversity, and inclusion. Thorough knowledge of University of British Columbias business procedures and practices preferred. Experience in a health care or educational environment preferred. Thorough knowledge of current Human Resources Management practices. Knowledge of provincial and federal legislation governing HR policies and practices. Experience working with Human Resources systems (Workday), Microsoft Word, Excel, PowerPoint, EmailOutlook and Access databases. Excellent oral and written communication skills. Ability to build and maintain excellent working relationships with internal and external partners on matters requiring cooperation and of mutual interest. Ability to be flexible, open and aware of own biases when collaborating with partners with unique background and different perspectives. Ability to exercise tact and judgment. Ability to make thoughtful, informed and thorough decisions. Ability to maintain accuracy and attention to detail. Willingness and ability to investigate and resolve conflicts in a professional manner. Ability to take initiative in decisionmaking and in resolving problems not clearly covered by guidelines. Ability to devise new methods of procedures to meet changing conditions. Ability to analyze problems, investigate key information and issues and effectively resolve. Ability to be creative and proactive, to prioritize, meet deadlines and work effectively under pressure to meet deadlines. Ability to interpret and apply collective agreements, policies and procedures in a complex, unionized environment. Ability to work as part of a team and individually. Ability to provide effective and appropriate guidance and counsel on HR related matters. Ability to travel on and offsite unit locations. #J-18808-Ljbffr