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UBC Hospital Site - Vancouver, BC, Canada
Onsite
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.
Job End Date
OngoingNote: Applications will be accepted until 11:59 PM on the Posting End Date.
This position will be filled internally. It is posted for informational purposes only.
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 Description Summary
This position is responsible for all aspects of Human Resources management within the Department, including planning and coordinating the effective and efficient infrastructure of the Human Resources activities for the UBC Department of Obstetrics & Gynaecology. Responsible for the operational management of all departmental human resource activities including assessment of human resource needs, drafting position descriptions, hiring, reclassifications, and terminations. Responsible for managing the student, staff, and faculty appointment, reappointment, promotion and tenure by ensuring compliance with university and hospital policies and procedures.
The portfolio consists of 400 department members and spans across three department office sites - St. Paul s Hospital, BC Women s Hospital, and Vancouver General Hospital. The incumbent is also responsible for developing and implementing new and revised HR policies to improve efficiency in the department.
Organizational Status
Reports to the Administrative Director within the Department of Obstetrics & Gynaecology.
Work Performed
Development of new HR Initiatives
- Works collaboratively with the Director, Administration and Department Head by participating in setting and implementing departmental Human Resource strategic plans, goals and objectives.
- Develops and implements new and revised HR policies to improve efficiency in the department.
- Develops and manages new Human Resources initiatives pertaining to employee wellbeing and health promotion
Overall HR Management
-Responsible for ensuring that the departments Human Resources activities are consistent with UBC and Hospital policies and procedures, working closely with UBC Human Resources and Faculty Relations personnel and communicating the expectations, procedures and objectives to the appropriate departmental members.
- Oversees bill back arrangements and liaises with external agencies regarding guaranteed funding documentation.
Responsible for the management of the recruitment, appointment, re-appointment, immigration, termination, leaves and promotion for faculty, staff and students.
- Advises faculty and staff with human resource issues such as employee job performance, leave management, collective agreements, disciplinary actions and grievances.
- Establishes and maintains current HR practices for the department, including staying current on issues such as HR Best Practices, Health & Wellness, Performance Management, Coaching & Mentoring, human resource related legislation, UBC and FoM policies, processes and procedures as well as collective agreements.
- Responsible for the integrity, confidentiality and security of all personnel records, documents and file system for these records in the Department.
- Develops general resource materials, advises on training resources and orientation to supervisors in meeting their responsibilities.
- Manages the new faculty and staff orientation, including developing and updating orientation materials.
- Ensures HR content on Department website is reviewed regularly and updated as changes occur.
- Ensures that the workplace meets UBC and Hospital standards for occupational health and safety.
- Participates as a member in the activities of Departmental Committees as required.
- Performs other duties as required.
Faculty Appointment Specific
- Manages and oversees the processes of the faculty and clinical faculty appointment, re-appointment, promotion and tenure within the Department by ensuring compliance with university and hospital policies and procedures, providing senior level advice and consulting with the Dean s Office, Faculty Relations or other UBC units as needed; ensures Department procedures are aligned with the Faculty Association agreement and UBC and Faculty of Medicine requirements and that the Department procedures are well documented and distributed appropriately.
- Oversees the coordination of and drafts supporting documentation for appointment, promotion, and tenure reviews and recruitment for all academic, clinical, and honorary faculty including adjunct, associate members, and emeritus/post-retirement appointments.
- Consults and provides advice on appropriate faculty ranks/status for unusual or new situations.
Manages the Department Appointments, Reappointments, Promotion & Tenure Committee (DARPT) meetings. sets agenda, gathers relevant documentation, attends meetings, records proceedings and vote counts.
Works with HR staff on the Department Clinical Appointments, Reappointments, and Promotion Committee (DCARP) meetings.
Staff and Student Specific:
- Manages and is responsible for all activities related to employment for staff and student hires in the Department including funding verification, job descriptions, position classification and re-classifications, offer letters, workflow approvals, collective agreement interpretation, application of salary increases.
- Provides guidance and advice to faculty and other supervisors on terms of employment/collective agreements, employee recruitment, employee relation management, conflict resolution, leave entitlements, position classifications, compensation, performance management, employees reviews and other issues as they arise.
- Responsible for ensuring supervisors are aware of their responsibilities, including providing appropriate orientation, performance reviews, salary progression increases, managing employee leaves and notice obligations, etc.and providing tools to assist them.
- Addresses employee performance issues, attendance issues, disciplinary actions and grievances consulting with appropriate Dean s Office and UBC offices as required.
- Manages staff performance review processes including preparing appropriate communications and providing tools to assist supervisors and staff with the process. Works directly with staff and supervisors as required to develop action plans to correct performance matters.
Consequence of Error/Judgement
This position must use strong organizing and prioritizing skills to effectively and efficiently manage the area of Human Resources relating to all employee groups in the Department of Obstetrics & Gynaecology/University of British Columbia.
An error or the impact of a decision regarding human resource activities could result in faculty or staff payroll problems, grievances, lawsuits, misclassifications of positions and an impact on the Department s budgets. If freedom of Information/grievance request is not processed correctly, the result could be a breach of confidentiality of faculty, staff, or student s personal information or the improper release of department administrative information
Supervision Received
The Administrative Director will provide general direction and oversee performance. 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.
Supervision Given
Supervises human resources administrative support staff. Provides advice and assistance to the Department Head, Departmental committees, and faculty members regarding their appointments, re-appointments, promotions and tenure related files, resources and systems.
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’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications
University degree in business administration, human resources, or other relevant discipline preferred. A minimum of three years of related experience in a fast paced academic healthcare setting, or equivalent combination of education and experience. A minimum of 3 years of experience in human resources and educational program support with some experience in successfully leading a team of people. Experience in the public or educational sector may be an asset. Experience with full-cycle recruitment including interviewing. Demonstrated proficiency in working with the University s human resource and administrative systems would be an asset. Ability to use HRMS (ePAF, E-Recruit, Position Management, personnel records) at an advanced level. Knowledge of UBC policies and procedures, including faculty promotion & tenure processes. Ability to interpret and apply collective agreements in a complex, unionized environment. Ability to provide appropriate guidance and counsel on HR related matters. Ability to analyze and redesign work flow/business processes for improved efficiency and effectiveness. Excellent oral and written communication, interpersonal, analytical, problem-solving and organizational skills. Ability to work both independently and in a team environment. Ability to exercise judgment, tact, discretion, and diplomacy. Ability to maintain excellent working relationships with internal and external parties. Ability to prioritize and organize work effectively under pressure to meet deadlines. Competency in word processing, spreadsheet and database applications.