Job Description

Staff - Non Union

Job Category M&P - AAPS

Job Profile AAPS Salaried - Human Resources, Level B

Job Title HR Manager

Department Administration Central Services | Department of Family Practice | 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 November 14, 2022

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

Job End Date

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.

Summary

The Manager, Human Resources (HR) is responsible for planning, leading, and managing the day-to-day operations of all human resource activities across the UBC Department of Family Practice. The Manager provides advice, recommendations, and procedures to faculty and staff in human resources policies processes and practices that will advance family medicine education, research, scholarship and clinical services. Considerable judgment and initiative is exercised in developing systems and procedures that will ensure optimal usage of department and external resources. The HR Manager is responsible for the management of the recruitment, appointment, re-appointment, immigration, termination, leaves and promotion and tenure process for full-time faculty and clinical faculty and the recruitment, appointment, re-appointment, terminations, leave management of all staff and student appointments. Directly supervises the Human Resources Team in the Department Administration office. Responsible for the operational management of human resources functions for all Departmental employees. This role builds productive relationships with faculty and staff in the Department, the Faculty of Medicine and the University, and with the Department s external research and clinical collaborators, for effective and timely delivery of administrative support for academic family medicine services.

Organizational Status

The Department of Family Practice is a dispersed department with numerous distributed sites, Undergraduate, Postgraduate and Midwifery Programs, and an increasingly active and distributed research program. In the Lower Mainland, the Postgraduate Program has teaching sites in St Paul s and in Children s and Women s Hospital. Additional residency sites exist in Prince George, Victoria, Chilliwack, Nanaimo and Kelowna as well as a more dispersed rural program throughout the Province and Yukon. The Undergraduate program has teaching sites spread throughout the Province. Currently, over 3,000 clinical faculty members, 90 staff members, and 27 faculty members.

This position reports to the Director, Administration.

Work Performed

- Collaborates with the Director, Administration and Department Head in setting and implementing departmental Human Resource strategic plans, goals and objectives.
- Responsible for the operational management of all human resource activities and processes for the Department of Family Practice 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. Ensuring consistency with UBC policies and procedures.
- Maintains, interprets, and implements up-to-date knowledge of human resources legislation, jurisprudence and management practices, and of UBC policies, procedures, collective agreements and other HR-related commitments by the University.
- Oversees the recruitment processes for all staff and student hires in the Department.
- Manages the recruitment, advertising, immigration, and appointment of all academic faculty members in the Department to ensure that required procedures have been followed and that applicants invited for interviews are provided with information for them to make an informed decision if offered a position.
- Works directly with the Director, Administration on all financial recruitment requirements, including salaries, benefit costs, start-up funds, housing costs, etc.
- Works with Senior Finance Manager to ensure correct financial coding of faculty and staff salaries.
- Manages faculty appointment, re-appointment, promotion and tenure cases and develops and writes faculty retention plans.
- Responsible for finalizing job descriptions including classifying Management and Professional, Non-Union Technician and CUPE 2950 positions; advises and/or assists supervisors with preparing job descriptions or generates job description in compliance with UBC benchmarks; determines or obtains classification per UBC procedures; posts and/or advertises positions.
- Advises faculty, work area managers and/or employees regarding their appointments, classifications, re-classifications, salary scales, salary increases, job evaluations, terms of employment/employment agreements, performance management, leave entitlements, and reviews reporting structures within work areas, leave management, collective agreements, disciplinary actions and grievances.
- Advises faculty and others in supervisory roles on employee interview processes for research and management staff, including participating in these interviews when additional assistance is needed; advises faculty and other supervisors of probationary review and performance review expectations for staff they supervise; develops and provides appropriate tools for supervisors to use for performance evaluations.
- Acts as communications coordinator for the Department in disseminating human resources information.
- Protects the integrity and confidentiality of Department s personnel records and systems.
- Responsible for developing a performance review system for the administrative office staff, including identifying opportunities for employee growth and career development; disseminates related information to managers.
- Responsible for recruitment of positions directly supervised; advises and facilitates search teams in employee recruitment and hiring processes, participating directly where appropriate.
- Ensures job descriptions are updated and oversees maintenance of Departmental organization charts.
- Manages orientations for new faculty and staff members.
- Oversees the coordination of leave management records for all staff, including accurate accounting of absences and identifying patterns of sick leave usage.
- Advises supervisors on issues regarding absences and provides them with tools to manage records of vacation, leaves, and medical absence for their staff.
- Maintains current knowledge of human resources policies and procedures and applicable faculty and staff collective agreements, and responds and communicates as warranted.
- Acts as a resource person on HR policies and procedures, including performance management and vacation and sick leave benefits; prepares various materials regarding HR policies and processes to supervisors and staff; ensures information is posted on the Department website as appropriate.
- Participates in University and Faculty of Medicine working groups and committees concerning HR policies and procedures.
- Advises all faculty, staff, students, and visiting professors on immigration matters.
- Coordinates faculty and staff working notice letters.
- Serves as Acting Director, Administration, as delegated in absences.
- Performing other responsibilities as required.

Consequence of Error/Judgement

Exercises considerable judgment initiating and carrying through activities important to the functioning of the Department in the absence of established policies, procedures and guidelines Inappropriate, untimely, or inadequate actions concerning formal reviews along career paths of faculty and staff members, and regarding labour relations, may significantly compromise the Department s and University s ability to recruit and retain individuals and could result in grievances or other formal proceedings against the Department and the University. The role has access to a very significant number of highly confidential, personal and sensitive records concerning faculty and staff and HR and financial strategies and plans. Erroneous, inappropriate or unethical disclosure or use of this information may significantly compromise the Department s strategic objectives, critical funding opportunities, relationships and reputation, and can cause embarrassment to the Head, the Dean and the University.

Supervision Received

Works independently with guidance and consultation from the Department s Director, Administration. Expected to work under limited supervision and exercise considerable judgment and initiative in duties and responsibilities and in identifying matters that require consultation before taking action.

Supervision Given

The Manager, Human Resources supervises the Department of Family Practice s Human Resource team. In the absence of the Department s Director, Administration, the Manager, Human Resources supervises support staff, contractors, and supplies or to student assistants on project-specific tasks.

Preferred Qualifications

Undergraduate degree in a relevant discipline.Minimum of three years experience or the equivalent combination of education and experience.Knowledge and experience in a unionized environment also is required. Knowledge of University policies, procedures, governance and administrative systems is an asset. Ability to effectively source and recruit candidates.Ability to exercise tact and discretion.Ability to establish effective relationships with a variety of stakeholders, including unions and associations.Ability to interpret and apply collective agreements in a complex, unionized environment.Ability to analyze problems, identify key information and issues, and effectively resolve.Demonstrated ability to supervise, train and motivate staff.Ability to develop and implement strategic business plans.Ability to work effectively independently and in a team environment.Ability to prioritize and work effectively under pressure to meet deadlines.Ability to communicate effectively verbally and in writing.Ability to maintain accuracy and attention to detail.Competency in word processing, spreadsheet and database applications, and ability to learn new software.Ability to work a flexible schedule and occasionally, additional hours during evenings and early mornings, as required.