Mgr, Faculty Recruitment, Appointment & Honorifics - [GXE837]

Mgr, Faculty Recruitment, Appointment & Honorifics - [GXE837]

26 Aug
University of British Columbia.

26 Aug

University of British Columbia.


Job Posting

Job ID:



Vancouver - Point Grey Campus

Employment Group:

Management&Professional; (AAPS)

Job Category:

Human Resources

Classification Title:

Human Resources, Level B

Business Title:

Mgr, Faculty Recruitment, Appointment & Honorifics


Faculty of Medicine


Fac Med Faculty Affairs

Salary Range:

$63,077.00 (minimum) - $75,723.00 (midpoint) - $90,867.00 (maximum)

Full/Part Time:




Desired Start Date:


Funding Type:

Budget Funded

Closing Date:


Available Openings:


Guiding principle: "Midpoint" of the hiring salary range means the individual possesses full job knowledge, qualifications and experience.

Job Summary

This position is part of the Faculty HR team within Faculty Affairs that is responsible for reviewing and providing solutions to complex matters related to faculty recruitment, clinical appointment, reappointment and promotion activities within the Faculty of Medicine (FoM), and the conferral and review of honorifics (Chairs, Professorships, Distinguished Scholars). The position provides advice and guidance on all HR matters to a broad range of internal and external stakeholders and actively engages in the development and implementation of standardized human resources practices, procedures and systems. The incumbent exercises initiative and judgment in advising and providing guidance and human resource expertise to academic and staff administrators in the FoM units on a broad range of issues regarding all facets of faculty HR practices, both in the FoM and the University.

Organizational Status

Our Vision: To Transform Health for Everyone.

Ranked among the world's top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia, more than 11,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world.

The Faculty - comprised of approximately 2,200 administrative support, technical/research and management and professional staff, as well approximately 650 full-time academic and 8,500 clinical faculty members - is composed of 19 academic basic science and/or clinical departments, three schools, and 23 research centres and institutes. Together with its University and Health Authority partners, the Faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally based centres across the province.


This role builds productive relationships with faculty and staff in the Department, the Faculty of Medicine and the University. Meets regularly with Managers, Faculty HR and Senior Manager, Faculty HR to exchange information and work collectively on projects and specific goals. This role will provide direction and training to the Assistant Managers, Faculty HR and Assistant, Faculty HR, and will recommend options and solutions to complex matters to the Managers, Faculty HR and Faculty Affairs team


Regularly liaises and will take a proactive approach with UBC staff outside the Department such as Human Resources, Faculty Relations, Financial Services, and Faculty of Medicine-Dean's Office. This role will need to exercise creative thinking when providing advice and recommending solutions to matters of a complex nature. This position will make decisions for ambiguous situations where the solution may be unique to each individual case. Also liaises regularly with external organizations such as College of Physicians & Surgeons, Human Resources Development Canada, Health Authorities and Granting Agencies.

Work Performed

Manages and leads high profile, complex recruitments, such as those who are also conferred an honorific, CRC, CERC, PEC, etc. This includes review, analysis and advice on matters related to advertising, immigration, appointment, salaries, benefits, housing and other appointment and onboarding related matters.

Manages the recruitment and conferral of honorifics (i.e. Chairs, Professorships, and Distinguished Scholars) as defined by University Policy LR1 (formerly Policy #47). Responsible to initiate the process for requesting exceptions to the honorific terms and conditions. Liaises with FoM Development on honorifics recruitments and appointments to ensure compliance with the deed, endowment and gift agreements.

Manages, analyzes and provides oversight to the Assistant Managers, Faculty HR for the review of all documentation and makes recommendations for approval to the Dean on Clinical Faculty appointments, reappointments and promotions.

Develops and oversees an implementation of a new review of all departmental/school recommendations for clinical promotions and will be responsible for working with colleagues at affiliated universities, the distributed sites and health authorities to ensure that consistent Clinical faculty policies and processes are implemented across the distributed medical program.

In consultation with Manager, Faculty HR prepares case files, resource materials and confidential communication for the Dean and Heads/Directors and the University. Keeps the Dean informed of key considerations and ensures all documentation is in place for the review of clinical promotions. Participates in the dispute resolution process for clinical faculty.

Supports the Managers, Faculty HR for action items and follow-through on preparation for faculty appointment, reappointment promotion and tenure recommendations to be reviewed by the Dean's Advisory Committee.

Drafts complex offer letters, including preparation of correspondence and documentation for faculty members who are conferred an honorific, on behalf of the Dean.

Manages the secondment process for faculty members and corresponds with Faculty Relations to ensure proper compliance with standard guidelines.

Ensures Department procedures are aligned with the FoM Policy on Clinical Appointments and UBC and Faculty of Medicine requirements, and that the Department procedures are well documented and distributed appropriately.

Develops and implements recruiting best practices, policies, procedures and guidelines through consultation and buy-in from relevant stakeholders.

Identifies training needs, and works with the team to develop and deliver training programs with respect to faculty appointments, recruitments, tenure and promotion for academic and staff administrators as well as for faculty members.

Provides advise to academic and staff administrators on FoM and University policies, procedures, guidelines, and eligibility requirements. Ensures Assistant Managers fully understand the evolving practices and are confident in implementing it across the faculty and university.

Investigates, analyzes, recommends solutions, and provides advice to intricate, unusual or complex situations in related matters. Ensures compliance with the deed, endowment and gift agreements.

Serves as a resource for the Dean, Vice-Dean, Academic, Vice Dean, Research, Finance and Department, Schools, and Research Centres and Institutes, advising on FoM & University policies, procedures and guidelines.

Actively engages and contributes in setting and implementing departmental Human Resource strategic plans, goals, objectives and HR best practices.

Participates in University and Faculty of Medicine working groups and committees concerning HR policies and procedures.

Liaises with administrative staff in Departments and Schools, central agencies, Payroll and Faculty Relations to facilitate processing documentation and resolve discrepancies on Research Associate and Postdoctoral Fellow appointment and termination notices based on FoM & University guidelines.

Liaises with FoM Development on coordination of Endowment Impact Reports and annual reporting.

Oversees the Assistant Managers, Faculty HR in the process of academic, provisional and administrative licensure of faculty members within the College of Physicians and Surgeons of BC and the Royal College of Physicians and Surgeons of Canada and provides advice on anomalies.

Oversees the Assistant Managers, Faculty HR in the process of reviewing and approving the Dean's letter of support for FoM external salary award applications prior to submission to the Dean. These applications have implications for the Faculty in terms of resources, including faculty recruitments and financial commitments.

Coordinates the collection of Faculty Association Dues for BC Cancer Agency appointees, in conjunction with Finance and Faculty Relations and other cyclical or special projects.

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

Maintains, interprets, and implements up-to-date knowledge: of human resources legislation, jurisprudence and management practices, and of UBC policies, procedures, collective agreements and other HR-related commitments by the University. Identifies, provides recommended actions, develops and implements revised HR policies to address gaps, improve processes, efficiency etc.

Exercises judgment, creativity and initiative in developing systems and procedures that will ensure optimal usage HR resources.

Performs other related duties as required.

Supervision Received

Reports directly to the Managers, Faculty HR, and works independently under broad directives from the Managers, Faculty HR. Takes direction from the Senior Manager, Faculty HR, Director, Human Resources, Managing Director, Vice Dean, Academic and the Dean.

Supervision Given

Directs the work of the Assistant Managers, Faculty HR and Assistant, Faculty HR, and may direct the work of work-study students and temporary staff.

Consequence of Error/Judgement

This position requires accurate advice and information provided in a timely manner, and makes decisions regarding the development and implementation of comprehensive Clinical policies, procedures, and systems having broad impact across the Departments, Schools, and Centres. The position requires a high degree of discretion, judgment and initiative. Work requires the incumbent to exercise tact, diplomacy, confidentiality and understanding of the complexities of the FoM. Work may often be performed independently within very limited time constraints, requiring the incumbent to meet deadlines and solve problems quickly and effectively, often under pressure. The incumbent is required to respond well to unexpected or unforeseen circumstances, at times.

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.


Undergraduate degree in a relevant discipline. Degree in Business or HR Management preferred. Minimum of three years experience or the equivalent combination of education and experience. Knowledge of University policies, procedures, governance and administrative systems is an asset.

Experience working in a unionized environment.

Experience in a health care or educational environment preferred.

Experience working with Human Resources systems and Microsoft Office Suite. Thorough knowledge of current HR practices. Knowledge of provincial and federal legislation governing HR policies and practices. Solid experience in fostering positive, productive working relationships with internal and external stakeholders. Ability to be flexible, open and aware of own biases when collaborating with stakeholders with diverse background and different perspectives. High level of earned trust, appropriate confidentiality, and sound judgment in conduct and interactions. Ability to exercise judgment, tact, discretion, and diplomacy. Ability to be comfortable with ambiguity and change. . Experienced in exercising insightful analysis, strategic thinking, and effective problem-solving and organizational skills. Customer focused approach with the ability to work as part of a team and individually. Articulate, thoughtful, open and receptive communicator, verbally and in writing. Skilled in drafting and polishing documents using clear and concise business English.

Ability to maintain accuracy and attention to detail. Competency in word processing, spreadsheet and database applications, and ability to learn new software.

Willingness and ability to investigate and resolve conflicts in a professional manner. Ability to devise new methods of procedures to meet changing conditions. 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 interpret and apply collective agreements in a complex, unionized environment. Ability to provide effective and appropriate guidance and counsel on HR related matters.


Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

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