Faculty HR Assistant

Jobinhalt

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - HR Admin Clerk 4 (Gr7)

Job Title

Faculty HR Assistant

Department

Administrative Management | Department of Medicine

Compensation Range

$4,460.00 - $4,686.00 CAD Monthly

Posting End Date

October 29, 2023

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

Job End Date

Oct 31, 2024

This 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.

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 Faculty HR Assistant is responsible for coordinating clinical faculty appointments in the Divisions of General Internal Medicine and Community Internal Medicine as well as coordinating the Department of Medicine’s clinical faculty promotions process, honorary reappointments, and associate membership reappointments, coordinating the bi-annual academic certification process for the Royal College of Physicians and Surgeons of Canada, advising Division Heads, Division Administrators, and faculty members on faculty HR policies, practices, and processes, establishing departmental timelines and deadlines, creating the HR reappointment forms, collating metrics for reviews and reports, drafts offer letters and paperwork for Division Heads and other faculty leadership positions within the Administration Office, coordinates the faculty merit process, and provides support to the Faculty Hires and Promotions Coordinator.

Organizational Status

This position reports to the Faculty Hires and Promotions Coordinator and works with the HR Manager, Head’s Administrative Coordinator, and Director of Administration in the Department of Medicine. This position communicates regularly with Division Administrators, Department of Medicine (DOM) staff and faculty, Department of Medicine (DOM) managers, Faculty of Medicine (FOM) staff, UBC Faculty Relations, Human Resources, and Payroll.

Work Performed

Faculty Appointments:

• Provides information to Division Heads, Division Administrators, and other HR Assistants in the Department of Medicine on UBC, Faculty of Medicine and Department of Medicine policies, practices and processes related to clinical faculty, term faculty and referee letters for academic faulty appointments including determining eligibility, sending out referee requests and reviewing letters, responding to queries, and drafting letters correspondence on behalf of Department Head. Makes recommendations on how to resolve complicated files within UBC policies, practices, and processes.
• Coordinates departmental timelines and deadlines for clinical faculty appointments, reappointments and promotions, honorary appointments and reappointments, and associate membership appointments and reappointments for the Department of Medicine.
• Works with faculty members, Division Heads, Division Administrators, distributed sites, and the Faculty of Medicine Dean’s Office to ensure documentation is complete. Enters appointment details into Workday and TTPS once the appointment is approved.
  
  

Executive Committee Administrative Positions:

• Coordinates the offer letters and paperwork for faculty leadership positions within the Department of Medicine’s Executive Committee. Works with the Head’s Administrative Coordinator and Director of Administration on reappointments in advance of the position start dates.
• Drafts offer letters, obtains funding validation, circulates offer letters for signatures, and processes the position in Workday.
  
  

Academic Registration/Certification:

• Coordinates the bi-annual Royal College of Physicians and Surgeons of Canada Academic Certification process and ad-hoc Academic Registration requests through the College of Physicians and Surgeons of BC.
• Advises Division Heads, Division Administrators, interested faculty members, and other HR Assistants in the Department of Medicine of Academic Registration and Academic Certification policies, practices, and processes including determining eligibility. Answers queries as needed.
• Coordinates departmental timelines and deadlines for Royal College of Physicians and Surgeons of Canada Academic Certification process for the Department of Medicine.
• Drafts letters on behalf of the Department Head and Dean, Faculty of Medicine. Checks paperwork for completion and sends the completed packages to the Faculty of Medicine.
  
  

Faculty Merit Process:

• Collates feedback and disseminates faculty files to the Division Heads for review.
• Coordinates departmental timelines and deadlines as to when the Division Heads need to return completed files.
• Inputs Division Head feedback into a tracking spreadsheet for Department Head review.
• Attends merit review meetings with the Department Head, Director of Administration, and Administrative Coordinator to record action items and updates the tracking spreadsheet as needed.
  
  

HR Administrative Support:

• Creates all HR reappointment forms for the entire Department of Medicine sorted by division and month. Sets timelines and deadlines for when the divisions need to return the completed HR forms.
• Pulls reports and collates HR metrics for reviews and reports such as the division reviews and annual reports.
• Responsible for file management of HR files including creating, organizing filing, archiving, and disposal.
• Provides administrative support to the Department of Medicine Mentoring and AARPT Committee
• Provides support to the Faculty Hires and Promotions Coordinator.
• Participates in HR projects and special events, including strategic planning discussions and training sessions.
• Answers inquiries and provides advice within limited interpretation of UBC policies and agreements.
• Participates in interviewing, testing and reference checks if support is needed.
• Provides back up support to the HR Assistants as needed

Performs Other Duties As Required.

Consequence of Error/Judgement

Errors in advice would negatively impact clinical faculty members, honorary faculty members, and faculty members with associate membership, causing teaching eligibility issues that could impact accreditation standards and receipt of teaching payments. Incorrect data entry into the database would produce errors, which could result in jeopardizing the integrity of the system, and have a serious impact on the hiring of new employees and the reappointments, which could result in budget problems. Discrepancies with incorrect data entry could affect promotions, salary changes, appointment errors for faculty not being paid. This would prove to be costly in some cases and extremely embarrassing for the Department and University. Duties require a high level of confidentiality.

Exercises judgment and initiative in handling matters of a non-routine nature requiring the interpretation of University and Departmental guidelines, procedures and policies. May develop new methods and procedures to handle workload issues. Participates in making decision regarding goals and policies of work unit.

Supervision Received

This position reports directly to the Faculty Hires and Promotions Coordinator and in the absence of the Faculty Hires and Promotions Coordinator, reports to the HR Manager.

Supervision Given

This position has no direct supervisory role but trains new HR Assistants on the clinical faculty appointment, reappointment, and promotion processes and the honorary and term faculty appointment processes.

Minimum Qualifications

High School graduation, plus two year post secondary diploma, plus four years of related experience, or an 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

Training in office procedures. Experience in a medical environment preferred. Ability to effectively use word processing, spreadsheet, email, and database applications at an intermediate level. Ability to communicate effectively verbally and in writing. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to effectively manage multiple tasks and changing priorities. Ability to be thorough, accurate, and have a high level of attention to detail. Ability to work in a fast-paced environment, exercise initiative, and stay organized. Ability to perform word processing at 55 words per minute. Ability to operate job-related equipment. Ability to review, analyze, and synthesize complex information into summaries and reports. Ability to understand and apply policies, procedures, and instructions. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to create and accurately maintain record and filing systems. Ability to interpret and prepare various statistical reports. Ability to exercise sound judgment. Ability to make thoughtful, informed, and thorough decisions. Ability to exercise tact and discretion when dealing with sensitive and/or confidential matters. Ability to effectively resolve client complaints in a calm, non-confrontational manner, and by exercising sound judgment. Ability to assist clients in identifying appropriate courses of action. Ability to provide quality service to customers in a courteous, patient manner. Ability to work effectively independently and in a team environment.