Job Description

Staff - Non Union

Job Category M&P - AAPS

Job Profile AAPS Salaried - Human Resources, Level B

Job Title Human Resources Manager

Department Administrative Management | Department 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 January 26, 2023

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

Job End Date Jan 12, 2024

This is a 15-18 month mat leave replacement

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 Human Resources Manager is responsible for leading, planning, and managing the effective and efficient day-to-day operations of all human resource activities as well as leading change management processes for the UBC Department of Medicine.

The position is responsible for the operational management of departmental human resource activities including assessment of human resource needs, drafting position descriptions, recruitment, re-classifications, performance management, and terminations. The position is responsible for managing all volunteer, student, staff, visiting faculty, Postdoctoral Research Fellow, Clinical Fellow, Research Associate, academic and clinical faculty processes by ensuring compliance with UBC policies and procedures. This includes advising supervisors on their managerial responsibilities and advising employees and visitors regarding their appointments with UBC.

Organizational Status

The Department of Medicine is the largest department in the Faculty of Medicine and at UBC. The Department has the largest tertiary care oversight throughout its 18 divisions who are also engaged in teaching and research.

The position will report to the Director of Administration. This position will regularly interact with faculty, students, visitors and all levels of staff within the Department of Medicine and its divisions and programs. This position will also regularly liaise with units external to the Department such as Central Human Resources, Financial Services, and the Faculty of Medicine.

The Department of Medicine s Administration Office is located in the Diamond Health Care Centre (DHCC) at the VGH Hospital site. This position may be required to travel to other sites (UBC Point Grey, St. Paul s Hospital, etc.) as needed as well as work flexible hours (early morning and evenings) as needed for meetings.

Work Performed

• Responsible for ensuring that the human resources activities within the Department are consistent with UBC policies and procedures and are aligned with the Department s strategic priorities;

• Responsible for the operational management of all human resource activities and processes for the Department including the review, development, implementation, monitoring and continued improvements/updates to internal processes and systems to support these activities in an effective and efficient manner. Identifies and provides recommended actions to address gaps in HR support, develops and improves processes, and etc.;

• Leads the implementation of new HR related initiatives, policies, procedures, processes and requirements. Exercises judgment, creativity and initiative in developing systems and procedures that will ensure optimal usage HR resources;

• Advises supervisors on human resources issues such as employee job performance, workflow and workload distribution, leave management, collective agreements, conflict resolution, disciplinary actions, and grievances;

• Responsible for finalizing staff job descriptions including advising and/or assisting supervisors with preparing job descriptions or generates job description in compliance with UBC job families;

• Provides advice, guidance, and tools to supervisors regarding performance management and salary increases;

• Responsible for the coordination of leave management records for staff in the Department s Administration Office including accurate accounting of leave taken, identification of patterns of sick leave usage, meeting with staff regarding leave patterns, advising supervisors on issues around leave management issues and providing other Departmental supervisors with the tools to manage their staff leave records. Manages performance reviews for staff in the Administration Office as well as the process for merit;

• Acts as a resource person to employees and supervisors for leave management, employee development and performance management, vacation and sick leave benefits. Prepares various materials and training regarding HR policies, processes etc. to provide to supervisors;

• Responsible for the activities related to recruitment, appointment, re-appointment, termination, leaves, etc. of all staff, students, Postdoctoral Research Fellows, Clinical Fellows, Research Associates, volunteers, and visitors. Liaises with the Finance Cluster regarding funding information for appointments to ensure salary and benefit costs are properly billed and expensed;

• Works with the Faculty Hires and Promotions Manager on difficult and/or unusual circumstances related to academic faculty and clinical faculty recruitment, appointments, reappointments, promotion and/or tenure;

• Ensures departmental compliance with UBC s bullying and harassment training and criminal record checks including tracking and following up with supervisors on employees who need to re-submit criminal record checks once the 5 year term is completed;

• Develops, implements, and maintains a departmental health and wellness program;

• Responsible for granting security roles, reviewing and approving transactions, and ensuring adequate training and effective and appropriate use of UBC Workday system for all sup orgs under the department;

• Responsible for the integrity, confidentiality and security of all personnel records, documents and file systems in the Department;

• Coordinates FIOPPA requests for the Department;

• Ensures HR content on Department website is reviewed regularly and updated as changes occur;

• Analyzes HR data and creates reports as needed;

• Participates as a member in the activities of Departmental Committees as required;

• Performs other duties as required.

Consequence of Error/Judgement

This position requires accurate advice and information provided in a timely manner. This position is also required to exercise tact, diplomacy, confidentiality and understanding of the complexities of the Department. The incumbent exercises judgment based upon a thorough knowledge of procedures, guidelines, agreements and regulations and is expected to exercise initiative and independence to address standard and at times unusual situations. The incumbent must use strong organizing and prioritizing skills to effectively and efficiently manage the area of HR relating to all employee groups at UBC. Communications can be sensitive and confidential and the incumbent must utilize a thorough knowledge of the education area, HR best practices, in addition to strong communication and interpersonal skills to respond effectively in each situation.

Inappropriate or delayed actions could adversely affect the credibility of the Department. Incorrect approvals of actions or inappropriate advice can have financial and legal implications to the Department, FOM, or UBC. Misinterpretations of policy or collective agreements can be precedent setting and lead to appeals and grievances.

Supervision Received

The position is expected to work independently within UBC, FOM, and Department policies, procedures, objectives and goals and to use good judgment in duties and responsibilities and in identifying unusual matters that require consultation, further investigation, etc. before taking action. General direction is provided by the Director of Administration as needed.

Supervision Given

Manages three (3) full-time HR Assistants (CUPE 2950) and one (1) full-time Faculty Hires and Promotions Manager (M&P) including recruitment, training, development, coaching, performance management, and termination if needed.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of three years of related experience, or the equivalent combination of education and experience.

Preferred Qualifications

Degree in Business or HR Management preferred. Previous supervisory experience. Experience working in a unionized environment. Experience in a health care or educational environment preferred. Experience working with Human Resources systems (Workday, recruitment systems etc.), Microsoft Word, Excel, PowerPoint, Email-Outlook and Access databases. Thorough knowledge of current Human HR practices. Knowledge of provincial and federal legislation governing HR policies and practices. Thorough knowledge of UBC s business procedures and practices preferred. Knowledge of human resources policies and procedures and applicable staff collective agreements. Excellent oral and written communication skills. Ability to build and maintain excellent working relationships with internal and external groups on matters requiring cooperation and of mutual interest. Ability to exercise tact and judgment. Ability to make thoughtful, informed and thorough decisions. Ability to maintain accuracy and attention to detail. Willingness and ability to investigate and resolve conflicts in a professional manner. Ability to plan, supervise and train in a large and diverse organizational setting. Ability to take initiative in decision-making and in resolving problems not clearly covered by guidelines. Ability to devise new methods of procedures to meet changing conditions. Ability to analyze problems, investigate key information and issues and effectively resolve. Ability to be creative and proactive, to prioritize, meet deadlines and work effectively under pressure to meet deadlines. Ability to understand and apply policies, procedures and instructions. Ability to make thoughtful, informed and thorough decisions. Ability to interpret and apply collective agreements in a complex, unionized environment. Ability to provide effective and appropriate guidance and counsel on HR related matters. Customer focused approach with the ability to work as part of a team and individually. Ability to work a flexible schedule including attending early morning and/or evening meetings and events as needed.