Job Description Summary

The HR Coordinator is a key member of the HR Client Services 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, departments, school and centres, based on needs and strategic projects. This position provides advice, guidance and recommendations on a broad range of human resources activities on faculty, staff and students appointments for the Faculty of Medicine (FoM). 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.  

The Client Services team within the Faculty of Medicine, Dean’s Office delivers full suite HR support for the FoM’s units, departments, schools, and centres based on a cost recovery model. This includes processing, advising, recruiting, performance management, process development, etc., through the entire employee lifecycle, for faculty, staff, and students.

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 12,000 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 over 10,000 clinical faculty members—is composed of 19 academic basic science and/or clinical departments, three schools, and 24 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.

Work Performed

• Develops, maintains, and supports HR best practices, strategic objectives and special projects, working closely with HR Manager, Client Services.
• Provides general advice in regard to interpreting the collective agreements, agreements, and handbooks governing conditions of employment, referring more complex issues to the Human Resources Manager. Enforces appropriate and consistent application of relevant legislation, collective agreements, FoM and University policies; works with the Human Resources Manager to investigate, consult, make recommendations and works closely with relevant leaders to resolve non-compliance issues.
• Manages full employee life cycle (recruiting, hiring, immigration, onboarding, leaves, reappointments, termination) of non-tenure faculty, including Research Associates, Postdoctoral Fellows, Adjunct Professors, visiting scholars and Affiliate faculty; staff; and students.
• Manages faculty compensation increases (merit, performance service adjustments, career progress increments), supports Faculty merit committee, and liaises with the Faculty Affairs team as necessary.
• Assesses the need for, recommends improvements, and implements administrative policies, practices, and procedures to be observed by staff with regard to Human Resources issues.
• Works with senior administrators, managers, and other relevant individuals within the portfolio to ensure 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 and faculty, 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.
• Provides strategic input and coordinates projects in equity, diversity, and inclusion initiatives and training for client departments, working closely with the Human Resources Manager and liaising with departmental EDI Lead(s), Faculty of Medicine EDI leaders, and Equity and Inclusion Office.
• Drafts and finalizes job descriptions with input from manager and/or assistance from Compensation.
• Monitors and troubleshoots issues related to processes and systems within HR. Pulls files, researches background information, follows up with leaders to exchange information and provides support for various processes.
• Prepares, generates, and distributes a variety of standard, custom reports and ad hoc reports related to a variety of HR issues.
• 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, particularly in the area of organizational development including, but not limited to, engagement, mentorship, diversity, and inclusion. Supports the implementation of new initiatives for an improved workplace experience for faculty and staff at all levels within the Faculty of Medicine.
• Maintains current knowledge on HR best practices, legislative requirements, employment standards, WorkSafe, etc., as required for the role.
• 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. May receive direction from the Director, Human Resources, in the Dean’s Office, FoM.

Supervision Given

Responsible for the recruitment, training and direction of work-study students. Directly manages one full-time CUPE 2950 staff member.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of two to 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.