Manager, Searches & Reviews Job at University of British Columbia
Staff - Non Union
Organizational Status
The Faculty — comprised of approximately 2,200 administrative support, technical/research and management and professional staff, as well approximately 650 full-time academic and 8,500 clinical faculty members — is composed of 19 academic basic science and/or clinical departments, three schools, and 23 research centres and institutes. Together with its University and Health Authority partners, the Faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally based centres across the province.
Work Performed
Consequence of Error/Judgement
Inappropriate or delayed actions and if critical information has been overlooked or procedures have not been followed, could adversely affect the credibility of the Dean's Office, the FoM and the University. Errors could have a significant impact on our ability to attract and retain talented, excellent faculty members. 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.
Supervision Given
Supervises and directs the work of the Administrative Assistant, Searches and Reviews, (including recruiting, training, developing, disciplining and terminating), as well as training and direction of work-study students and temporary clerical staff as needed.
Job Category
M&P - AAPS
Job Profile
AAPS Salaried - Human Resources, Level B
Job Title
Manager, Searches & Reviews
Department
Faculty Human Resources | Faculty Affairs | Faculty of Medicine
Compensation Range
$5,468.83 - $7,878.17 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
May 16, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
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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
This position is part of the Faculty Affairs team in the Dean’s Office of Faculty of Medicine that is responsible for reviewing and providing advice on all matters related to senior leader recruitments, appointments, and reappointments in the Faculty (Department Heads, School & Centre Directors, Associate, Regional, and Vice-Deans). This position is also responsible for overseeing the internal and external reviews process for Departments, Schools, Research Centres, Institutes, and decanal appointees. The individual provides advice, guidance and recommendations on a wide range of human resources management matters and issues to internal and external stakeholders as well as senior leadership, and actively engages in the development and implementation of standardized human resources best practices, procedures and systems. The incumbent exercises initiative and judgment in advising and providing guidance and human resource expertise to academic and staff administrators in the FoM units on a broad range of issues regarding all facets of faculty HR practices, both in the FoM and the University.
This position is part of the Faculty Affairs team in the Dean’s Office of Faculty of Medicine that is responsible for reviewing and providing advice on all matters related to senior leader recruitments, appointments, and reappointments in the Faculty (Department Heads, School & Centre Directors, Associate, Regional, and Vice-Deans). This position is also responsible for overseeing the internal and external reviews process for Departments, Schools, Research Centres, Institutes, and decanal appointees. The individual provides advice, guidance and recommendations on a wide range of human resources management matters and issues to internal and external stakeholders as well as senior leadership, and actively engages in the development and implementation of standardized human resources best practices, procedures and systems. The incumbent exercises initiative and judgment in advising and providing guidance and human resource expertise to academic and staff administrators in the FoM units on a broad range of issues regarding all facets of faculty HR practices, both in the FoM and the University.
Organizational Status
Our Vision:
To Transform Health for Everyone
Our Values: Respect, Integrity, Compassion, Collaboration and Equity
Ranked among the world’s top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia, more than 11,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world.
The Faculty — comprised of approximately 2,200 administrative support, technical/research and management and professional staff, as well approximately 650 full-time academic and 8,500 clinical faculty members — is composed of 19 academic basic science and/or clinical departments, three schools, and 23 research centres and institutes. Together with its University and Health Authority partners, the Faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally based centres across the province.
This role builds productive relationships with faculty and staff in the academic units, the Faculty of Medicine and the University. This role will provide direction and training to the Administrative Assistant, Searches and Reviews and will recommend options and solutions to complex matters to the Senior Manager, Faculty HR, the Director, HR and other senior leaders across the Faculty.
Regularly liaises and will take a proactive approach with all units within the FoM Dean’s office, units within the Faculty, Provost’s Office, Faculty Relations, UBC Payroll, Financial Services, other UBC units and distributed sites as required. This role will need to exercise creative thinking when providing advice and recommending solutions to matters of a complex nature. This position will make decisions for ambiguous situations where the solution may be unique to each individual case.
Work Performed
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Manages and leads high profile, complex recruitments, appointments and reappointments of senior leaders within the Faculty. This includes review, analysis, and advice on matters related to advertising, full recruitment process, immigration, appointment, salaries, benefits, housing and other appointment and onboarding related matters. Ensures that equity, diversity and inclusion (EDI) principles are embedded consistently across all areas of the recruitment and selection process.
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Manages, reviews, and analyzes senior leader faculty appointments and recruitment documentation and processes for compliance with UBC and FOM policies, procedures and guidelines. This includes reviewing documents such as financial sustainability plans, work permits, advertisements, offer letters and addenda, as well as CVs.
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Advises academic and staff administrators across the Faculty on appropriate recruiting best practices, policies, procedures and guidelines for senior leaders’ portfolio. Manages, analyzes, and prepares all documentation and makes recommendations for approval to the Dean on senior leader recruitments, appointments and reappointments, including complex offer letters, preparation of correspondence and documentation for senior leaders, on behalf of the Dean.
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Oversight and leads the internal and external review processes for Department, Schools, Research Centres and Institutes, and decanal positions to ensure UBC policies and FOM guidelines are followed, including advising on best practices to academic and staff administrators across the Faculty. Ensure that EDI principles are built into all realms of the review processes. Serves as a resource for the Dean, Vice-Deans, Dean’s Advisory Committees, and academic units. Oversight on the review schedule as well as the timelines for reporting to various units within the University and ensures. Monitors and applies continuous improvements on the review process, including documentation, best practices, data collection, and streamlining procedures.
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Provides advice, guidance and ensures compliance on University and Faculty of Medicine policies, guidelines and EDI principles are followed, in regards to senior leader searches, appointments, reappointments, and reviews. Investigates, analyzes, recommends solutions, and provides advice to intricate, unusual or complex situations in related matters. Refers more complex issues in nature to the Senior Manager, Faculty HR or Director, HR as appropriate.
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Maintains, interprets, and implements up-to-date knowledge of human resources legislation, jurisprudence and management practices, EDI principles and of UBC policies, procedures, collective agreements and other HR-related commitments by the University. Identifies, provides recommended actions, develops and implements revised HR policies to address gaps, improve processes, efficiency etc. Exercises judgement, creativity and initiative in developing systems and procedures that will ensure optimal usage of HR resources.
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Liaises with administrative staff in Departments, Schools, Centres, Payroll, Faculty Relations, and Financial Operations to facilitate processing and resolve discrepancies on senior leader appointments based on FOM & University policies, procedures and guidelines. Analyzes documents and data submitted versus Workday for consistency and is responsible for resolving issues of inconsistency.
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Manages, researches, develops and maintains resource information related to senior leader appointments (e.g. templates, resource binders; training guides; appropriate website sections). Identifies training needs, designs and delivers workshops, presentations, meetings, and project initiatives with respect to senior leader appointments, for academic and staff administrators.
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Provides information, general advice and recommendations to client units regarding the interpretation of collective agreements and other agreements, policies, and legislation governing conditions of employment (such as the bylaws of College of Physicians and Surgeons of BC) as they may overlap in determining appropriate appointment.
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Manages the process for administrative leave requests, reporting, and tracking. Ensures compliance based on FOM & University policies, procedures and guidelines and collective agreement. Prepares correspondence and paperwork on the behalf of the Dean and seeks approval from the Provost’s Office as required.
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Manages the Senior Leaders database to ensure tracking and reporting of senior leaders and reviews are accurate to facilitate review timelines and schedules as per University policies and Faculty of Medicine guidelines.
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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. Analyzes existing data and documents versus data submitted in Workday for consistency and is responsible for resolving issues of inconsistency.
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Manages and oversees the work of the Administrative Assistant, Searches and Reviews and ensures they fully understands the evolving practices and are confident in implementing it across the Faculty and University.
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Develops reports that are used as part of the external and internal review process, and for reporting out to FOM Dean’s Office units, the Dean, Faculty Executive, other University units, and external bodies.
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Works with other members of the Faculty Affairs team to develop reports as needed.
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Responsible for the integrity, confidentiality and security of all personnel records, documents and file systems are compliant with Freedom of Information and Protection of Privacy guidelines and record management procedures are adhered.
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Develops, fosters and maintains collaborative relationships with client units and employees to assist with resolution of human resources matters.
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Participates in University and Faculty of Medicine working groups and committees concerning HR policies and procedures.
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Provides back-up support to other members of the Faculty HR Team.
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Performs other related duties as required.
Consequence of Error/Judgement
This position requires accurate advice and information provided in a timely manner, and makes decisions regarding the development and implementation of comprehensive policies, procedures, and systems having broad impact across the Departments, Schools, and Centres. The position requires a high degree of discretion, judgment and initiative. Work requires the incumbent to exercise tact, diplomacy, confidentiality and understanding of the complexities of the FoM. Work is often be performed independently within very limited time constraints, requiring the incumbent to meet deadlines and solve problems quickly and effectively, often under pressure. The incumbent is required to respond well to unexpected or unforeseen circumstances, at times.
Inappropriate or delayed actions and if critical information has been overlooked or procedures have not been followed, could adversely affect the credibility of the Dean's Office, the FoM and the University. Errors could have a significant impact on our ability to attract and retain talented, excellent faculty members. 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.
Supervision Received
This position works independently under broad directives from the Senior Manager, Faculty HR. This position will also receive direction from the Director, Human Resources, Managing Director, Vice-Deans and the Dean.
This position works independently under broad directives from the Senior Manager, Faculty HR. This position will also receive direction from the Director, Human Resources, Managing Director, Vice-Deans and the Dean.
Supervision Given
Supervises and directs the work of the Administrative Assistant, Searches and Reviews, (including recruiting, training, developing, disciplining and terminating), as well as training and direction of work-study students and temporary clerical staff as needed.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of 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
Degree in Business or HR Management preferred. Minimum of three years experience or the equivalent combination of education and experience. Knowledge of University policies, procedures, governance and administrative systems is an asset. Experience working in a unionized environment. Experience in a health care or educational environment preferred. Experience working with Human Resources systems and Microsoft Office Suite. Thorough knowledge of current HR practices. Knowledge of provincial and federal legislation governing HR policies and practices. Current knowledge of diversity, equity, inclusion principles is an asset.
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Solid experience in fostering positive, productive working relationships with internal and external stakeholders. High level of earned trust, appropriate confidentiality, and sound judgment in conduct and interactions.
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Ability to be flexible, open and aware of own biases when collaborating with stakeholders with diverse background and different perspectives.
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Ability to exercise judgment, tact, discretion, and diplomacy.
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Experienced in exercising insightful analysis, strategic thinking, and effective problem-solving and organizational skills.
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Ability to be comfortable with ambiguity and change.
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Customer focused approach with the ability to work as part of a team and individually.
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Articulate, thoughtful, open and receptive communicator, verbally and in writing. Skilled in drafting and polishing documents using clear and concise business English.
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