Job Description

Staff - Non Union

Job Category M&P - AAPS

Job Profile AAPS Salaried - Administration, Level A

Job Title Assistant Manager, Organizational Development

Department Staff Human Resources | Faculty Affairs | Faculty of Medicine

Compensation Range $5,622.33 - $8,081.00 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 February 10, 2024

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

Job End Date Apr 30, 2025

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

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.

Summary

The Assistant Manager, Organizational Development is responsible for managing the Faculty of Medicine\xe2\x80\x99s recognition programs and governance administration as well as coordinating Faculty-wide organizational development programs. The Assistant Manager is responsible for managing the administration of specific Faculty of Medicine standing committees, overseeing annual elections, organizing a variety of recognition events, bringing policies forward for review and overseeing Faculty-wide internal and external award competitions.

Organizational Status

Our Vision:

Our Values: Respect, Integrity, Compassion, Collaboration and Equity.

Ranked among the world\xe2\x80\x99s 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 12,000 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\xe2\x80\x94comprised of approximately 2,200 administrative support, technical/research and management and professional staff, as well approximately 650 full-time academic and over 10,000 clinical faculty members\xe2\x80\x94is 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

Organizational Development
Develops and implements initiatives to ensure that Faculty of Medicine members are appropriately recognized for their achievements, service and milestones during their academic careers. Oversees the planning of various annual events hosted by the Dean such as an Awards Reception, an Academic Gowns Presentation Dinner, the Faculty of Medicine Seasonal Reception, and other events as required.

Develops project plans and materials for events, learning sessions, and programs; manages logistics such as venue or consultant contracts, communication materials, presentation materials, coordinates complex schedules, programs, entertainment, gifts, budget and attendance management as well as pre/post event/program assessment to ensure each function is contributing to the advancement of the Faculty\xe2\x80\x99s Strategic Plan. Coordinates and supports on-site and online event logistics and attends functions; troubleshoots problems and implements corrective measures.

Directs the annual Faculty of Medicine Awards competitions, updating award criteria and nomination packages, arranging communications, arranging adjudication and appropriate recognition of the recipients. Oversees other internal and external award competitions as required (e.g. Order of Canada, Medical Hall of Fame).

Provides guidance and interpretation of Faculty and University policies and guidelines with respect to recognition awards and events.

Researches and undertakes environmental scans of OD and recognition activities and initiatives happening across the Faculty, the University, external institutions and works with other groups within the

Faculty and externals to coordinate development and implementation.

Identifies and evaluates processes to facilitate continuous process improvement in consideration to client needs, alignment, risks, impacts, and change management.

Develops communication plans, and executing strategies to maximize opportunities for faculty and staff in collaboration with the Faculty of Medicine Communications team.

Manages online learning platforms (ie Canvas, webpages), upload learning materials, and troubleshoots.

Oversees the development of the annual reports, such as FOM Awards Report, statuses on OD initiatives, etc for circulation.

Provides support for organizational development projects, plans, reports and initiatives.

Governance
Responsible for the management of elected and appointed members to those Faculty of Medicine Standing Committees that report to the Faculty, the Dean, or Faculty Executive; liaising with the Faculty of Medicine Nominating Committee, ensuring changes to the membership, compositions and/or terms of reference of these standing committees are approved appropriately; and that a formal overall review of all standing committees is conducted for approval by the Faculty Executive at five year intervals. Manages the replacement of Faculty of Medicine representatives to UBC committees and Senate; ensure the Faculty of Medicine voting membership is in compliance with Senate policy; initiates the appointment of representatives to external organizations and bodies as required.

Oversees the review and development of the Faculty of Medicine governance policies and guidelines, including organizational structures, and ensures this information is accurate on webpages.

Other
Develops positive and productive working relationships with stakeholders and manages day-to-day communications with stakeholders.

Manages administrative staff ensuring efficient and strategic workflow and business processes.

Performs other related tasks as required.

Consequence of Error/Judgement

This position requires judgment, tact, discretion and initiative to an outstanding degree. Errors in judgment with internal or external constituents could have negative impact on the Dean s Office and the University resulting in legal action, negative public relations, financial costs, and loss of credibility.

Supervision Received

Works independently under the direction of the HR Manager and other Faculty of Medicine senior leadership team in the Dean\xe2\x80\x99s Office.

Supervision Given

This position directly manages administrative staff.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two years experience or the equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one\xe2\x80\x99s own
- Demonstrates a commitment to enhancing one\xe2\x80\x99s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Related administrative and event management experience preferably within a complex environment.

Experience with managing large, complex meetings and providing advice and guidance on policies and practices an asset.

Experience working with individuals at senior levels. Intermediate computer skills, including the use of MS Office software Word, Excel, Outlook and SharePoint. Effective organizational, problem-solving, planning and analytical skills, public relations and time management skills. Knowledge of University policies, procedures, governance and administrative systems. Excellent command of the English language. Ability to communicate effectively, with strong ability to draft/write documents. Ability to research and compile information drawn from various sources. Ability to manage staff performance by establishing standards and goals, evaluating performance, providing feedback and taking corrective action. Ability to exercise judgment, tact, discretion and diplomacy. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to work independently and to participate as an effective member in a team environment. Ability to use videoconferencing and teleconferencing for events. Ability to maintain accuracy and attention to detail. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to exercise a high level of tact and discretion when communication with internal and external contacts. Demonstrated ability to build, manage and maintain high-quality and productive relationships across cultural differences.

University of British Columbia