Faculty HR Coordinator

UBC The University of British Columbia • Full-time • Vancouver General Hospital - Gordon and Leslie Diamond Health Care Centre, Canada • 1d ago

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Human Resources, Level A

Job Title

Faculty HR Coordinator

Department

Human Resources Support | Department of Medicine | Faculty of Medicine

Compensation Range

$5,365.42 - $7,709.92 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

July 3, 2025

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

Job End Date

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

The Department of Medicine is the largest department in the Faculty of Medicine. There are 18 Divisions within the department and over 1500 faculty members. There is at any given time over 100 cases being considered for appointment, reappointment or promotion in the Department of Medicine. With the distributed nature of the Medical School to sites around British Columbia, this is increasing and adding another level of complexity to our departmental processes. The recruitment, appointment, reappointment and promotion of faculty within the Department of Medicine is a very complex process that includes working with the divisions, various teaching hospitals, the Faculty of Medicine and UBC Faculty Relations.

As a member of the Human Resources team in the Department of Medicine, this position is responsible for managing the faculty recruitment, appointment, reappointments, promotion and tenure processes. Working with the HR Manger, Director of Administration, the Associate Heads and the Department Head, the incumbent will be responsible for making recommendations and developing processes and policy that ensure the accurate and timely processing of issues around faculty hires. This position coordinates and attends the Department's AARPT Committee and Departmental Recruitment Committee meetings and acts as an advisor to the Committees on policy and procedures. This position also coordinates Division Head search committees.

Organizational Status

Reports to the Human Resources Manager and the Department Head. In their absence, reports to the Director of Administration. Advises the Department Head, Associate Heads, Division Heads, and Division Administrators on faculty recruitment and promotion processes.

This role is based out of Diamond Health Care Centre (VGH) and a hybrid remote work arrangement is available subject to operational needs and UBC policies. The candidate will be expected to work regular business hours with some flexibility for meetings (including Department AARPT meetings every second week on Mondays at 7:30am).

Work Performed
-   Manages all aspects of the faculty recruitment, appointments, reappointments, promotion and tenure process.
-   Makes recommendations and develops practices and policy that ensure the accurate and timely processing of issues around faculty hires.
-   Provides guidance on standards and practices to the Department Head, Associate Heads, Division Head, and Division Administrators on issues around faculty recruitment including immigration and Royal College certification.
-   Coordinates and drafts supporting documentation for appointment, promotion and tenure reviews and recruitment for all Academic and Clinical Faculty, including Adjunct, Associate Members and Emeritus Status.
-   Oversees and advises Human Resources Assistants on the processes for the recruitment, promotion, and reappointment of honorary faculty positions, including clinical faculty, adjunct faculty, associate members, and clinical faculty emeriti.
-       Manages the review process for Chairs and Professorships held within the Department by arranging meetings with stakeholders, coordinating reviews, and drafting letters with the committee's recommendation. Follows up with any necessary reappointment action required.
-   Supports the recruitment and advertisement process by assisting Division Heads with writing advertisements, overseeing University approval process, and placing ads.
-   Works with the Division Heads and the Teaching Hospitals on the writing of offer letters ensuring appropriate language and consideration from all stakeholders.
-   Manages the orientation process for new Division Heads and faculty.
-   Develops and maintains comprehensive promotion and recruitment procedures manual.
-   Responsible for training and supervising HR Assistants in areas related to faculty.  Assigns work and manages follow up assignments for HR Assistants.
-   Participates in the interviewing, testing and reference checks in recruiting of HR support staff in the Administration Office.  Provides assessment and feedback on HR support staff and provides guidance and direction to HR staff in HR Manager's absence.
-   Prepares announcements to members of the Department of new faculty hires and staff hires.
-   Maintains detailed statistics on all faculty hires, promotions and tenure information.
-   Meets with the Department Head, Associate Heads, Director of Administration, and the Human Resources Manager on a regular basis.
-   Sets agenda for and attends AARPT Committee meetings and Recruitment Committee meetings, provides direction on process and policy, records proceedings and voting of the committees.
-   Provides support and guidance regarding the Departmental Mentoring Program.
-   Organizes Division Head searches, coordinates visits and interviews of short listed candidates.
-   Arranges faculty visits, including all logistical matters.
-   Maintains a "bring forward" system for items needing follow-up action such as promotion and tenure documentation, periodic reviews, requests for information for promotion packages, etc.
-   Provides support to the Human Resources Manager in his/her absence.

Consequence of Error/Judgement
Exercises considerable judgment initiating and carrying through activities important to the recruitment, appointment, reappointment, promotion and tenure of faculty. Incumbent will be dealing with sensitive, highly confidential information. Errors in judgment or procedures could result in serious miscommunication with regards to new faculty recruitments and or promotion of faculty that could result in legal action or losing faculty to other institutions.

Supervision Received
Works under the direction of the Department Head, Associate Heads and the Human Resources Manager consistent with departmental goals, objectives, policies, and procedures. Reports primarily to the HR Manager and the Director of Administration in their absence. Is expected to work under limited supervision and exercise considerable judgment and initiative in duties and responsibilities.

Supervision Given

Assigns and monitors work and supervises HR support staff in the areas pertaining to faculty HR activities.

Minimum Qualifications
Undergraduate degree in business administration, human resources, or a relevant discipline. Minimum of two to three 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

- Experience in Human Resources and Administration.

- Experience in working with the University's human resources and administrative systems an asset.

- Demonstrated ability to supervise and train staff.

- Intermediate competency in word processing, spreadsheet and database applications.

- Knowledge of UBC policies and procedures, especially in the areas of promotion and tenure for faculty.

- Excellent oral and written communication, interpersonal, analytical, problem-solving and organizational skills.

- Ability to work both independently and in a team environment and to work under pressure to meet deadlines.

- Ability to exercise judgment, tact, discretion, and diplomacy.

- Ability to prioritize and multi-task.

- Ability to interact with clients in a calm and courteous demeanor.

- Ability to maintain a high level of accuracy and attention to detail.

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