Job Description

Staff - Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried - Administrative Support 4 (Gr8)

Job Title Human Resources Coordinator, Faculty Matters

Department Human Resources Support | Department Mechanical Engineering | Faculty of Applied Science

Compensation Range $4,601.00 - $4,953.00 CAD Monthly

Posting End Date December 6, 2023

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

Job End Date

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

Due to training and communication needs, this is a 100% in-person role on UBC Vancouver\xe2\x80\x99s Point Grey campus throughout the probation period, with very limited hybrid work permitted after completion of probation (maximum 1 day / week). This position is eligible to request a 9-day fortnight schedule after six months in the role.

The Department of Mechanical Engineering is a mid-sized academic unit on the Vancouver Point Grey Campus, on the unceded traditional territory of the Musqueam people. It has more than 500 undergraduates, 200 graduate, 40 faculty, and 20 core staff. It Is known for outstanding learning opportunities at both the undergraduate and graduate level, and as a fulfilling and welcoming place to work.

All of our work is shaped by our values: professionalism and integrity; scholarship and teaching excellence; commitment to students; partnerships and collegiality; initiative, innovation, and willingness to change; community, the environment, and sustainability. We hold these values as an integral frame of reference to inform our decisions and actions at every level and in every situation.

Provides the coordination and administration of Faculty Matters & Human Resources functions of a complex nature within the Department of Mechanical Engineering. The position oversees complex HR processes such as faculty promotion and tenure processes, faculty salary increase process and manages the appointment and immigration processes for all faculty appointees. This position is responsible for coordinating all Human Resources functions related to faculty affairs and providing senior level confidential administrative support to the Department Head ifor recruitment, hiring, appointment and reappointment processes for faculty affairs within the Department.

Organizational Status

Reports to the Manager, Human Resources. Works as a member of the Department of Mechanical Engineering Administration team. All members of the team support each other and will have tasks assigned and/or distributed as necessary by the Manger, Human Resources. Liaises with staff in the Dean s office, central Human Resources, Faculty Relations, Payroll and IT.

Work Performed

- Coordinates the Department s appointment, reappointment, promotion and tenure (ARPT) process with the Head and Manager,Human Resources, intereting policies and procedures set by Faculty Relations and Faculty of Applied Science. Maintain full knowledge of agreements and established procedures at all levels, ensuring these are followed. Gathers information, schedules review meetings, tracks progression and monitors tenure clock for each faculty member. Maintains schedule and provides ARPT timelines to the Head and committees as they approach. Solicits and collects relevant documents, arranges meetings prepares correspondence, and prepares dossiers for submission to the Department ARPT Committee (full and sub committees), Dean and the Senior Appointments Committee (SAC).

- Maintains a schedule for periodic reviews for full-time faculty members based on solid knowledge of The Agreement on Conditions of Appointment for Faculty; arrange necessary meetings. Arrange the informal annual reviews of faculty members. Collect and file annual reports of faculty members for merit.

- Monitors the on-line Student Evaluation of Teaching (SEoT) data, working with the Head on the faculty teaching evaluations. Ensures timely delivery of teaching evaluations, Head s comments and follow up sessions. Analyze the faculty teaching evaluation statistical data; generate and compile reports for the Head.

- Maintains a schedule of faculty sabbaticals and leaves; process leave applications; solicit and file study leave report upon each individual s return.

- Coordinates Faculty hiring process: place recruitment advertisements, handle confidential sensitive information from applicants and referees, compile and organize applicant dossiers, initiate invitations, plan itineraries, coordinate applicant visits, plan/coordinate travel and accommodation, distribute dossiers to search committee and assist in preparing documentation for HRSDC approval of foreign appointees, assists with documentation for Labour Market Impact Assessment for foreign hires as required

- Coordinates appointments and reappointments of Adjunct Professors and Associate Members.

- Initiates Faculty appointments (paper and electronic): prepare appointment, attaching appropriate supporting dossiers. Ensure appropriate authorizations or signatures and follow-up. Liaise with Manager, Finance & Human Resources, APSC Dean s office or Faculty Relations as appropriate, for any further information and clarification.

- Maintains complete and confidential personnel files for all regular faculty members, post-docs and visiting faculty members.

- Liaises and follow up with University Legal Counsel office for agreement/contract signing.

- Maintains complete and confidential personnel files for all regular faculty members, post-docs and visiting faculty members.

- Liaises and follow up with University Legal Counsel office for agreement/contract signing.

- Coordinates grant & fellowship applications - check application cover and forms, ensuring that relevant and necessary information are in place for Head s signature. Liaise and follow up with faculty members, UILO or ORS. Ensure faculty receives signed research grant application and follow up e-submission or hardcopy to either ORS or UILO before deadlines.

- Monitors Conflict of Interest data. Liaise with COI office and monitor the MECH data in RiSE system. Follow up with Head for his approval of the faculty COI submission.

- Visiting Faculty and Postdoctoral Fellows: Coordinates the invitation process by generating official letters of invitation, appointments and ensure that all invitations, letters and documentation meet Faculty Relations and APSF procedures. Assist with administrative formalities after arrival at UBC. Maintain record of invitations. Coordinate travel and accommodation arrangements for visitors and dignitaries.

- Assists with human resources process, such as backup e-recruiter for faculty and staff hiring; upload job descriptions to position management, post jobs, route applicants to interviewers, prepare for hire and complete the hire; participate on staff selection committees. Initiator for faculty/staff appointments. .

-Responsible for dissemination of new employee information and communication for upcoming Faculty and Staff Orientation Session for new Faculty and Staff. Conducts onboarding for new hires. Complete the checklist for the new hires, give a tour of the department and help with the set-up of system accesses.

OTHER Duties:

- Serves as a building warden, responsible for directing people to designated exits and safe areas in the event of an emergency situation. The Dept. will provide appropriate training.

- Shadows Human Resources & Teaching Assistant Coordinator, providing basic coverage during absences (vacation, sick).

- Maintains a procedure manual to ensure consistent performance of routines

- Performs other tasks in keeping with the level, as required.

Consequence of Error/Judgement

This position is responsible for ensuring all information processed within Workday is authorized, accurate, appropriate and substantiated by proper back-up. Information and recommendations must be accurate and provided in a respectful, timely and supportive way. Furthermore, the highly sensitive nature of payroll to all employees requires precise attention to avoid delays and errors that could result in employees being paid incorrectly. Required to exercise judgement and tact in dealing with a variety of confidential sensitive information. Errors could negatively impact the operations and reputation of the department and result in missed opportunities and inefficient use of resources. The incumbent will use professional judgment in carrying out responsibilities. The incumbent is expected to use tact and discretion when gathering or sharing confidential and/or sensitive information. Poor judgment or execution in HR functions could impact an employee s employment or immigration status.

Supervision Received

Works independently under broad direction. Works under the general direction of the Manager, Human Resources.

Supervision Given

Formally trains new staff on work procedure. May supervise temporary staff and student employees.

Minimum Qualifications

- 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

High School graduation and two year post-secondary diploma.

University degree in business administration, human resources, or a relevant discipline is strongly preferred.

4 years related experience or the equivalent combination of education and experience.

Experience in working with the University s human resources and administrative systems an asset. Knowledge of UBC policies and procedures and HRMS preferred.

Experience in ARPT process an asset. Knowledge of faculty relations best practices and employment standards is required.

High attention to detail and accuracy are requirements of the position.

Ability to prioritize work and to meet deadlines is extremely important.

Ability to cope with work pressures, peak periods, multiple demands, and deadlines.

Excellent oral and written communication, interpersonal, analytical, problem-solving and organizational skills.

Ability to compose routine correspondence and other material, using clear, concise business English. Ability to work both independently and in a team environment.

Requires excellent customer service skills.

Ability to deal with a diversity of people in a calm, courteous, and effective manner.

Ability to exercise tact and discretion when dealing with sensitive and/or confidential matters. Computer experience at an intermediate level in word processing, spreadsheet and database applications.

University of British Columbia