Staff - Non Union

Job Category
M&P - AAPS

Job Profile
AAPS Salaried - Human Resources, Level B

Job Title
HR Manager

Department
Client Services | Faculty Affairs | Faculty of Medicine

Compensation Range
$7,158.42 - $10,292.25 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
August 26, 2026

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

Job End Date
October 9, 2027

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

Job Summary

The HR Manager is part of the HR Client Services Team in the Dean's Office Faculty Affairs and is responsible for day-to-day operations of all human resource activities across a portfolio of Faculty of Medicine (FoM) Units as well as being assigned to various FoM departments, school and centres based on needs and strategic projects. This position provides advice, guidance and recommendations on a wide range of human resources management activities on faculty, staff and students appointments for the Faculty of Medicine (FoM). The individual will develop and implement standardized human resources methodologies, procedures and systems faculty wide level and within the individual units that will ensure optimal usage of department and external resources. This role collaborates closely and takes a proactive approach with all units within the FoM Dean's office, units within the Faculty, Provost's Office, Faculty Relations, UBC Payroll, Financial Services, other UBC units and distributed sites as required. This role will need to exercise creative thinking when providing advice and recommending solutions to variety of matters.

Work Performed

Works collaboratively with the Senior Admin, by participating in setting and implementing Departmental strategic plans, goals, and objectives for Human Resources within the portfolio.

Responsible for the operational management of all human resource activities and processes for the FoM Units that are being supported, 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.

Provides advice on University and FOM policies, procedures, practices, Employment Standards and Equity Diversity and Inclusion (EDI) principles to managers, faculty and staff. Interprets agreements and handbooks governing conditions of employment for all employee groups. Maintains, interprets, and implements up-to-date knowledge of human resources legislation and practices, EDI principles and of UBC policies, procedures, collective agreements and other HR-related commitments by the University.

Manages the full life cycle of activities related to recruitment, appointment, re-appointment, termination, leaves, immigration etc. of all staff, students, faculty, Postdoctoral Research Fellows, Clinical Fellows, Research Associates, volunteers, and visitors. Works with the Faculty HR team on difficult and/or unusual circumstances related to academic faculty and clinical faculty recruitment, appointments, reappointments, and promotion. Works with the Immigration team on matters related to non-routine LMIA and LMIA-exempt positions.

Manages and advises on full cycle recruitment for faculty and staff and department or unit reorganizations including: developing and reviewing job descriptions, position classifications/reclassifications, advertising, reviewing resumes, developing interview questions, and making selection recommendations. Provides advice and support to Directors, Managers and Coordinators on all recruitment activities and EDI principles. Participates in interviews, conducts reference checks, issues letters of regrets as required, and authorizing positions and postings in the Workday.

Manages the complex verification (h-index, citation publications) and analysis of database on faculty publications, grants, awards, and teaching accomplishments for the Senior Appointment Committee (SAC). This is critical for the client department to make an informed and accurate decision on faculty promotion and tenure.

Conducts analysis with the Senior Admin on all financial recruitment requirements, including salaries, benefit costs, start-up funds, housing costs, etc.

Provides senior-level advice on the annual faculty merit ranking, outstanding academic performance, distinguished achievement awards and recommends processes by working with the Merit Ranking Committee in the client departments.

Oversees the coordination of leave management records for all staff, including accurate accounting of absences and identifying patterns of sick leave usage. Advises managers on issues regarding absences and provides them with tools to manage records of vacation, leaves, and medical absence.

Participates in University and Faculty of Medicine working groups and committees concerning HR policies and procedures, including the Department's Appointment, Reappointment, Tenure and Promotion Committee, Department SPROT Committee, and Faculty Search Committees.

Advises managers on conducting employee performance reviews and in addressing performance concerns, attendance issues, disciplinary actions and grievances in consultation with HR Central Advisory Services. Develops or provides advice for developing performance review systems, including identifying opportunities for employee growth and career development; disseminates related information to managers.

Manages requests for temporary/ongoing assistance, to determine if additional resources are required for units across the Faculty. Identifies training needs, and participates in the design and delivery of workshops, presentations, meetings, and project initiatives with respect to staff and faculty human resources, appointment and recruitment matters within units across the Faculty.

Manages and advises all aspects of on-boarding for new staff, faculty and student employees. Advises and ensures supervisors are aware of their responsibilities, including providing appropriate orientation, developing resource materials, providing information to new staff and faculty related to access to UBC systems, performance reviews, salary progression increases for staff, managing employee leaves and notice obligations, etc. and providing tools to assist them. Works with supervisors to identify skill upgrading needs of support staff and ensures appropriate training is received. Recommends and implements approved initiatives for staff member recognition.

Oversees the preparation of all documents and manages staff, students and faculty transactions including; employment offers, salary changes, leaves, promotions, layoffs, resignations, retirement, and transfers, etc. and ensures that they adhere to the various employment agreements and handbooks. Oversees and advises all leave management records and activities including vacation, sick, attendance, maternity, parental, medical, unpaid leaves for specific program areas. Oversees activities concerning faculty appointment, re-appointment, promotion and tenure committee meetings, in collaboration with administrative coordinators in the Faculty of Medicine.

Responsible for the integrity, confidentiality and security of all faculty and staff personnel records, documents and file system. Ensures faculty personnel files are compliant with FOIPOP guidelines and record management procedures are adhered.

Coordinates and/or provides support to special projects and initiatives that enhance HR practices, as required.

Ensures the workplace meets UBC Standards for occupational safety.

Performs other HR administration duties as required.

Consequence of Error/Judgement

Provision of accurate advice and information in a timely manner enhances the effective and efficient operations. Work requires the incumbent to exercise tact, diplomacy, confidentiality and understanding of the complexities of the FoM. Exercises judgment based upon a thorough knowledge of procedures, guidelines, agreements and regulations. Exercises 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 Human Resources relating to all employee groups at the University of British Columbia. Communications can be sensitive and confidential therefore, the incumbent must utilize thorough knowledge of HR standard methodologies, effective communication and interpersonal skills to respond effectively in each situation.

Inappropriate or delayed actions and if critical information has been overlooked or procedures have not been followed, could adversely affect the credibility of the Dean's Office, the FoM and the University. Errors could have a significant impact on our ability to attract and retain talented, excellent faculty members. Incorrect approvals of actions or inappropriate advice can have financial and legal implications to University. Misinterpretations of policy or collective agreements can be precedent setting and lead to appeals and grievances.

Supervision Received

This position works independently under broad directives from the unit specific Administrators and/or Head of Units of which the individual supports. Reports to the HR Manager, Client Services in the Dean's Office.

Supervision Given

Responsible for directly supervising HR assistants within their portfolio. May supervise work-study students and/or temporary staff as required. Provides advice and assistance to client departments and standing committees (i.e., DARPT, SPROT, Faculty Renewal, etc.) The HR Manager provides functional management of human resource matters for client departments, providing guidance and advice that is consistent with legislation, University agreements and policies, and best practices in human resources.

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

Thorough knowledge of University of British Columbia s business procedures and practices preferred. Experience in a health care or educational environment preferred. Thorough knowledge of current Human Resources Management practices. Knowledge of provincial and federal legislation governing HR policies and practices.

Experience working with Human Resources systems (Workday), Microsoft Word, Excel, PowerPoint, Email-Outlook and Access databases. Excellent oral and written communication skills. Ability to build and maintain excellent working relationships with internal and external partners on matters requiring cooperation and of mutual interest. Ability to be flexible, open and aware of own biases when collaborating with partners with unique background and different perspectives.

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 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, mee