Job Description

Staff - Non Union

Job Category M&P - AAPS

Job Profile AAPS Salaried - Human Resources, Level B

Job Title Human Resources Manager

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

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 March 7, 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.

Job Summary
The Manager, Human Resources (HR) is responsible for administrative oversight, planning, and operational management of all department of Mechanical Engineering human resource issues, including staff management and bargaining unit/non-bargaining unit faculty HR management. Provides advice to the Head and internal management team on a wide variety of labour relations and human resource issues as well as the effective and efficient day-to-day operations of all human resource activities for the department.
The position is responsible for the management of day-to-day departmental human resource activities including drafting position descriptions, recruitment, and reappointments. Provides advice and recommendations to faculty and staff in human resources policies processes and practices. Considerable judgment and initiative is exercised in developing systems and procedures that will ensure optimal usage of department and external resources.

Organizational Status
This position reports to the Senior Manager, Administration. This position will regularly interact with faculty, students, visitors and all levels of staff within the Department of Mechanical Engineering. This position will also regularly liaise with units external to the Department such as Central Human Resources, Financial Services, and other departments within the Faculty of Applied Science, as required.
This position provides day to day management of the HR and TA Coordinator, and the Faculty Affairs and Executive Assistant.

Work Performed

• Responsible for ensuring that the human resources policies, procedures and systems within the Department are consistent with UBC HR policies and procedures. Develops and implements strategic HR planning, best practices, policies and procedures in accordance with department goals and objectives.
• Develops policies and procedures and advises on all aspects of Faculty Human Resources including: Recruitment, Appointments, Promotion and Tenure processes, Term appointments, Renewals and Reappointments and Leaves of Absence. Includes all bargaining and non-bargaining members. This includes the preparation of ARPT dossiers, and procedures for faculty retirements and resignation.
• Interprets and provides guidance to staff and faculty on human resources issues such as salary administration, workflow and workload distribution, leave management, and all collective agreements including CUPE 2950, CUPE 116, AAPS, and Faculty Association, ensuring consistency with APSC and UBC best practices and consulting with the Senior Manager and/or APSC HR as required.
• Provides guidance to hiring managers in creating staff position descriptions to ensure that classifications and salary levels fit within budgets and aligns with the classification and scope of work.
• Establishes recruitment and selection process for a wide range of vacancies within the department, provides guidance to all hiring managers with respect to behavioural interviewing and provides recommendations for hiring decisions, retention and staff development.
• Recruits, trains, supervises, develops, and evaluates performance of direct reports of HR staff. Manages and directs a team of HR and administrative staff responsible for providing administrative life cycle support for complex HR functions related to the faculty and staff employee life cycles including (but not limited to) recruitment, onboarding, promotions, leaves, salary progression, and layoff/terminations.
• Develops and implements tools and procedures for performance management and salary progression within the department for faculty and staff providing evaluation and guidance for probationary and annual reviews and disseminates information and guidelines as needed.
• Advises supervisors and PIs on attendance management and medical issues and liaises with Senior Manager, Administration and/or APSC HR regarding complex issues.
• Identifies opportunities for new human resource initiatives to meet department requirements or priorities. Review, develop, monitor and implement policies and procedures in order to identify gaps and issues and implements continuous updates to internal processes and systems to keep them effective and efficient.
• Responsible for coordinating and maintaining all departmental HR reporting and record keeping policies and practices, including SOPs.
• Manages and authorizes the appointment process for term and visiting faculty, including recruitment, advertising and search costs, immigration and housing compliance, advising on and making appointment and re-appointment offers. Ensuring selected faculty are provided with information for them to make an informed decision. Advises faculty, work area managers and/or employees of the relevant University Policies and of The Agreement on Conditions of Appointment for Faculty and Faculty Contract; as well as related procedures established by the VP Academic Office, Faculty Relations, and the Office of the Dean.
• Oversees all faculty, staff and student HR processes from recruitment to termination of employment. Advises on 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. Ensures appropriate exit procedures for faculty, staff and visitors.
• Advises on and manages leave procedures based on various collective agreements and handbooks. Reviews and approves faculty and staff sabbatical and other leave applications.
• Administer and maintain documents related to annual and extraordinary salary increases for faculty. Set-up shadow salaries and monitor complex budget transfers related to faculty appointments.
• Stays current on HR Best Practices via university broadcasts and professional development opportunities.
• In consultation with the Senior Manager, Administration, undertakes additional duties as needed.

Consequence of Error/Judgement
The HR Manager is expected to exercise sound, independent decision-making while providing managerial HR support in a large, complex department. The incumbent must be effective at prioritizing a range of 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 Mecj faculty, staff and students, 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
This position works independently under the general direction of the Senior Manager, Administration. As the first line of contact for HR matters in a large academic unit, the HR Manager must be able to effectively triage urgent matters and independently redirect or resolved inquiries and issues as appropriate. Work is reviewed in terms of achievement of specific goals and objectives. The position requires a high degree of independent decision-making ability, organizational and leadership skills, and demonstrated judgement and discretion.

Supervision Given
Supervises and gives direction to all HR staff and student staff. Trains new staff on relevant work procedures, and oversees work of temporary staff.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of three years of related 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

• A cover letter must be included in the application package to be considered for the position.
• Ability to maintain accuracy and attention to detail.
• Ability to compose correspondence, reports, offer letters and other written materials using clear, concise business English.
• Ability to effectively use standard Office software (e.g., Word, Excel) at an intermediate level.
• Prior experience with Workday is an asset. Ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to understand and apply policies, procedures, and instructions. Ability to communicate effectively verbally and in writing.
• Ability to assess situations and make decisions that fall outside the scope of established policy.
• Ability to make thoughtful, informed, and thorough decisions. Ability to deal effectively with a diversity of people.
• Ability to work effectively independently and in a team environment.
• Ability to effectively liaise with other HR professionals throughout the faculty and university.
• Ability to exercise tact and discretion.
• Ability to explain, assign, and monitor work.
• Ability to administer human resource policies and procedures, such as collective agreement provisions.
• Ability to develop and implement policies and procedures.
• Ability to perform basic arithmetic.
• Ability to analyze problems, identify key information and issues, and effectively resolve.
• Ability to analyze and redesign work flow/business processes to make them more efficient and effective.
• Ability to train faculty and staff on new business processes and online systems.

Experience in strategic planning, human resources management, and financial and business administration would be an asset.