Job Description

Staff - Non Union
Job Category M&P - AAPS
Job Profile AAPS Salaried - Administration, Level A
Job Title Administration and Faculty Affairs Coordinator
Department Administrative Staff | Department of Electrical and Computer Engineering | Faculty of Applied Science
Compensation Range $5,063.67 - $7,294.50 CAD Monthly
Posting End Date August 19, 2022
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Organizational Status

The administration and faculty affairs coordinator is part of the department’s administration services and human resources team. The incumbent reports to and receives direction from the manager, business operations, with additional direction provided by the department head. The incumbent directly supervises the program assistant/receptionist.

Within the department, the administration and faculty affairs coordinator works closely with faculty and staff, particularly other members of the administration services and HR team, to provide managerial support for administrative operations and faculty affairs. The incumbent routinely liaises with members of the Faculty of Applied Science Dean’s Office and Faculty Relations, as well as other academic or central university units as needed.

Work Performed

Human resources, faculty affairs

• Oversees the appointment, reappointment, promotion and tenure (ARPT) process for new and existing tenure-stream faculty; manages peer reviews; tracks key milestones and advises the department head on progress; using detailed knowledge of departmental standards for research, teaching and service, drafts recommendation letters on behalf of the department head.
• Manages the administration of annual faculty reviews and merit salary increases.
• In consultation with the department head, assesses the need for and oversees the appointment of term teaching faculty (e.g., sessional instructors, adjunct professors, postdoctoral teaching fellows); writes and advertises job descriptions; makes recommendations to the head about appropriate compensation based on departmental norms; prepares job offers; ensures the department is compliant with the Collective Agreement between UBC and the UBC Faculty Association and other university policies and procedures.
• Recommends, develops and implements departmental policies and procedures in the area of faculty affairs, keeping with UBC and Applied Science requirements, standards and best practices.
• Maintains a current knowledge of and advises the department head on relevant policies and procedures written by the university, Faculty Relations and the Faculty of Applied Science; interprets and advises the department head on the Collective Agreement between UBC and the UBC Faculty Association.
• Participates in meetings involving other faculty affairs staff in the Faculty of Applied Science and at the university level; discusses faculty affairs issues and collaborates with staff on related initiatives in the Faculty of Applied Science Dean’s Office and other academic units as needed.
• Serves as a departmental liaison with Faculty Relations and Housing and Relocation Services.
• Plans and coordinates orientations and training for any new UBC initiatives affecting faculty members; develops procedures and training for faculty members on the use of HR functions in Workday.
• Provides cross-coverage for the human resources coordinator (M&P Human Resources, Level A) as needed.

• Oversees the HR and administrative aspects of faculty recruitment; provides direction and guidance to departmental HR managers and support staff with respect to special recruitment cases, such as spousal hires, senior tenure-stream appointments, joint appointments, research chairs, etc.

Administrative and office management

• Manages departmental use of the Access Control Management System (ACMS); manages roles-based access controls for a large and complex department; develops new access policies, procedures and training materials to meet the changing needs of the unit.
• Develops and implements departmental administrative policies, procedures and systems.
• Identifies barriers to implementation of policies and procedures; collaborates with other facilities and operations managers to resolve complex issues.
• Utilizing a detailed knowledge of university and Applied Science policies, procedures and best practices, develops and implements departmental procedures for faculty and staff onboarding, termination and resignation; manages the onboarding process for new staff or temporary student workers in the administration services office.
• Applying a broad, detailed knowledge of business operations across the department, manages all incoming inquiries and requests to departmental staff; advises support staff on proper handling of inquiries as appropriate; elevates high-priority or sensitive matters to the department head or manager, business operations, and provides advice or acts on these matters as appropriate.

Executive support

• Oversees head’s schedule; acts on behalf of the head to move issues forward and provide follow up; manages critical timelines and deadlines; ensures that tasks are completed within specified timeframes; researches and composes complex internal and external correspondence on behalf of the head.

- Provides consultative support and participates on various departmental committees and in ad hoc meetings with the head; contributes to pre-meeting preparation and discussions with the head, providing advice and locating resources as needed; communicates information pre- and post-meeting to other attendees; manages the completion of post-meeting action items on behalf of the head.

• In partnership with the department head, represents the department at Industry Advisory Council meetings and other events.
• Plans, coordinates and delegates tasks to support staff on matters related to curriculum and accreditation support; oversees the collection of academic data for program accreditation; advises the department head on any erroneous or missing data that could potentially jeopardize the department’s program accreditation status; liaises with external reviewers and coordinates site visits.

Consequence of Error/Judgement

The administration and faculty affairs coordinator is expected to exercise sound, independent decision-making while providing executive administrative support in a large, complex academic department. As the primary administrative support for the department head, the incumbent must be highly effective at prioritizing duties, including many that are time sensitive. Errors in judgment, misinterpretation of UBC policies or collective agreements, missed deadlines or ineffective communication could negatively impact the department head and individual faculty members, as well as harm the department's reputation within the broader academic community.

Some of the work performed in this role involves handling confidential personal information. The university is regulated by the Freedom of Information and Protection of Privacy Act (FIPPA), which requires staff and faculty to protect personal information from unauthorized collection, use or disclosure. Failure to comply with FIPPA increases the risk of a privacy breach, which could have negative consequences for the affected individuals and the department.

Supervision Received

The administration and faculty affairs coordinator reports to the manager, business operations, but receives considerable direction from the department head with respect to day-to-day work and overall strategic goals. As the primary point of contact for the faculty affairs HR portfolio in a large and complex academic unit, the incumbent must be able to identify urgent matters of high importance and independently redirect or resolve enquiries and issues as appropriate.

Supervision Given

Manages the program assistant/receptionist (CUPE 2950). May temporarily provide supervision to other office staff in the absence of the manager, business operations. May be asked to train new or inexperienced staff on duties that relate to the administration and HR portfolios.