Assistant Human Resources Manager, Faculty Affairs
Job Description
Full Job Description
Staff – Non Union
Job Category
M&P – AAPS
Job Profile
AAPS Salaried – Human Resources, Level A
Job Title
Assistant Human Resources Manager, Faculty Affairs
Department
Human Resources | Faculty of Pharmaceutical Sciences
Compensation Range
$4,688.67 – $6,754.00 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
January 4, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Job Summary
The Assistant Human Resources Manager, Faculty Affairs provides advice and support in the area of human resources and faculty affairs within the Faculty of Pharmaceutical Sciences. This role provides advice and recommendations on a wide range of human resources management issues, focusing on recruitment, appointment, re-appointment, termination, leaves and other appointment changes pertaining to faculty and faculty-related appointments. Provides general advice regarding the interpretation of collective agreements, other agreements and handbooks governing conditions of employment. Responds to inquiries from units, from managers and employees, and implements HR best practices within the Faculty.Organizational Status
This position reports to the Human Resources Director. Works collaboratively with management, faculty and staff from units within the Faculty of Pharmaceutical Sciences and regularly liaises with UBC staff outside the Faculty, such as central Human Resources, Faculty Relations, and Finance. Works alongside and provides coverage, when required, for Human Resources Manager. Oversees the work of the Human Resources Assistant, with respect to the processing of all faculty and faculty-related appointments and processes.
The Assistant Human Resources Manager, Faculty Affairs provides advice and support in the area of human resources and faculty affairs within the Faculty of Pharmaceutical Sciences. This role provides advice and recommendations on a wide range of human resources management issues, focusing on recruitment, appointment, re-appointment, termination, leaves and other appointment changes pertaining to faculty and faculty-related appointments. Provides general advice regarding the interpretation of collective agreements, other agreements and handbooks governing conditions of employment. Responds to inquiries from units, from managers and employees, and implements HR best practices within the Faculty.Organizational Status
This position reports to the Human Resources Director. Works collaboratively with management, faculty and staff from units within the Faculty of Pharmaceutical Sciences and regularly liaises with UBC staff outside the Faculty, such as central Human Resources, Faculty Relations, and Finance. Works alongside and provides coverage, when required, for Human Resources Manager. Oversees the work of the Human Resources Assistant, with respect to the processing of all faculty and faculty-related appointments and processes.
Work Performed
- Works collaboratively with the Human Resources Director in developing and implementing strategic plans, goals and objectives for the human resources function within the Faculty of Pharmaceutical Sciences.
- Contributes to the operational management of human resources activities and processes for the Faculty including the review, development, monitoring, implementation and continued improvements/updates to internal processes and systems to support these activities in an effective and efficient manner.
- Ensures the Faculty’s human resources activities comply with University policies and agreements, as well as current legislation affecting the workplace (e.g. Employment Standards, Human Rights Code, and FIPPA). Interprets collective agreements and other agreements and handbooks governing conditions of employment.
- Provides advice and manages all aspects of recruitment, appointment, re-appointment, termination, leaves and other appointment changes pertaining to faculty and faculty-related appointments. The scope includes tenure and non-tenure stream faculty of all different ranks; Clinical, Honorary, and Visiting Faculty (not part of FA agreement); and Postdoctoral Fellows and Research Associates.
- Determines and participates in establishing best practices in recruitment and candidate sourcing strategies. Identifies, provides training and advice to managers, faculty and administrators for behavioural interviewing, managing unconscious bias, incorporating equity, diversity and inclusion (EDI) principles and practices, and human rights legislation. Develops, designs and maintains a library of recruitment resources including interview questions, reference check guides and candidate engagement and communications tools.
- Advises on new faculty and faculty-related positions. Ensures appointments are appropriate appointment type. Advises on all nuances of each appointment and makes sure they are captured in offer letters, such as joint appointments, compensation, funding sources, vacation entitlement, and terms and conditions based on variable situations.
- Develops, monitors and oversees onboarding, orientation and off-boarding processes for faculty and faculty-related appointments (e.g. Postdoctoral Fellows, Research Associates, Clinical, Honorary, and Visiting).
- Liaises with new incoming faculty and faculty-related appointments prior to their arrival in Vancouver to ensure a smooth and problem-free transition; ensuring proper documentation is in place (such as work visa, application for SIN, medical coverage, faculty housing applications, etc.), and working with Faculty Finance and UBC Housing and Relocation Services as appropriate.
- Oversees preparation of materials to meet immigration requirements for appointing temporary foreign workers or supporting permanent residency applications. Refers general immigration queries to appropriate UBC resources.
- Supports the Human Resources Director on matters related Clinical and Partner-track Faculty. Serves as the resource to the Dean’s Advisory Committee on Clinical Appointments and Promotions (DACCAP) and the Dean’s Advisory Committee on Partner Appointments (DACPA). Provides advice on relevant UBC policy and procedures and on the operational viability of proposed changes, and develops recommendations for policies and procedures to improve relations with Clinical and Partner-track Faculty including recommending amendments to internal Faculty policies. In conjunction with the DACCAP and DACPA Chairs, manages initiatives to increase the recognition of Clinical and Partner-track Faculty and strengthen communications with these communities to increase engagement.
- Supports the Human Resources Director in coordinating documentation for tenure-track faculty appointment, promotion and tenure reviews, liaising with other Faculties as required where joint appointments are involved.
- Oversees faculty and faculty-related appointments processing. Ensures new hires, appointment renewals and changes, as well as notices are processed in a timely fashion in accordance with UBC’s policies and procedures, and, as appropriate, in consultation with the offices of UBC HR and Faculty Relations.
- Regularly checks with Human Resources Assistant regarding appointment processing and completion in Workday of faculty and faculty-related appointments.
- Investigates Workday business processes, recommends solutions and liaises with integrated service centre (ISC) and to resolve discrepancies based on policies, procedures and guidelines. Analyzes existing data and documents versus data submitted in Workday for consistency and is responsible for resolving issues of inconsistency.
- Represents the Faculty on various committees, as required.
- Provides back-up support to Human Resources Manager and Human Resources Assistant.
- Performs other duties as required.
Consequence of Error/Judgement
The incumbent must use strong organization and prioritization skills to effectively and efficiently manage the various processes and time-lines related to reviews for appointments and re-appointments for the various appointments within the Faculty. Exercises considerable judgement in initiating and completing activities and is required to ensure compliance with the applicable legislation, employee/collective agreements, UBC and Faculty policies, procedures, and guidelines. Errors in judgement or procedures could result in serious appointment, promotion and tenure issues and result in inefficient use of resources, legal action, and/or additional financial obligations for the Faculty. The incumbent will be dealing with sensitive, highly confidential information and unique situations that require good judgement as to the appropriate actions to take and/or other UBC units to involve.Supervision Received
The Human Resources Director will provide general direction and oversee performance. The position is expected to work independently within UBC and Faculty policies, procedures, objectives and goals and to use good judgement in duties and responsibilities and in identifying unusual matters that require consultation or further investigation.
The incumbent must use strong organization and prioritization skills to effectively and efficiently manage the various processes and time-lines related to reviews for appointments and re-appointments for the various appointments within the Faculty. Exercises considerable judgement in initiating and completing activities and is required to ensure compliance with the applicable legislation, employee/collective agreements, UBC and Faculty policies, procedures, and guidelines. Errors in judgement or procedures could result in serious appointment, promotion and tenure issues and result in inefficient use of resources, legal action, and/or additional financial obligations for the Faculty. The incumbent will be dealing with sensitive, highly confidential information and unique situations that require good judgement as to the appropriate actions to take and/or other UBC units to involve.Supervision Received
The Human Resources Director will provide general direction and oversee performance. The position is expected to work independently within UBC and Faculty policies, procedures, objectives and goals and to use good judgement in duties and responsibilities and in identifying unusual matters that require consultation or further investigation.
Supervision Given
Oversees the work of the Human Resources Assistant, with respect to the processing of all faculty and faculty-related appointments and processes. May supervise work-study students and/or temporary staff, as required. Provides advice and assistance to senior leadership, directors, faculty members and other relevant stakeholders regarding appointments, re-appointments, promotions and tenure related files, resources and systems.
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.
Preferred Qualifications
Relevant UBC experience is an asset. Good knowledge of current human resources management practices. Excellent oral and written communication skills. Excellent technical and analytical skills and in utilizing Workday and other UBC systems. Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion. 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. Willingness to respect diverse perspectives, including perspectives in conflict with one’s own. 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 decision-making 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 work independently as well as participate as a collaborative member in a team environment. Ability to interpret and apply collective agreements, policies and procedures in a complex, unionized environment. Ability to provide effective and appropriate guidance and counsel on HR related matters.