Assistant Manager, Human Resources (VCHRI)

Staff - Non Union

Job Category
M&P - AAPS

Job Profile
AAPS Salaried - Human Resources, Level A

Job Title
Assistant Manager, Human Resources (VCHRI)

Department
Staff Human Resources | Faculty Affairs | Faculty of Medicine

Compensation Range
$5,209.17 - $7,485.33 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
April 11, 2024

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

Job End Date

This position is located within a health-care facility. Therefore, this positions requires successful verification of full vaccination against Covid-19 provided prior to the start date, as required by the provincial health mandate. 

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 Assistant Manager, Human Resources provides advice and recommendations on a wide range of human resources management matters for the VCH Research Institute Administration Office and sub-units (i.e. Medical Animal Facilities, Clinical Research Unit, C2E2, Legacy for Airway Health, etc) under the auspices of UBC and VCH. Provides HR guidance on developing, planning and coordinating an effective and efficient infrastructure for human resource operations, in alignment with UBC and VCH policies and best practices.

The Assistant Manager, Human Resources, supports the Manager, Research Operations with HR-related strategic initiatives and priorities, which include recruitment activities. Works directly with the Manager, Research Operations to set objectives, establish priorities and develop strategies to improve human resource operations; works collaboratively with the Institute Senior Leadership Team, and with UBC HR and VCH HR teams to facilitate issues and resolve problems.

Organizational Status

Vancouver Coastal Health Research Institute (VCHRI) is the research arm of Vancouver Coastal Health (VCH) and a health partner of the University of British Columbia (UBC). We are a significant part of B.C.’s health research industry and a major health research institute in Canada.

Our Vision: Healthier lives through Discovery

VCHRI is the home of nationally and internationally recognized research centres and programs. Dedication drives the institution to push the boundaries of cutting-edge research, pioneer innovative technologies, shape health care policies and conduct pivotal clinical trials. The ultimate goal is to enhance health outcomes, not only for the residents of British Columbia but also for people beyond its borders. Outside the realm of medicine, VCHRI’s research generates significant economic gains through job creation, research & technology transfer, incubating spinoff companies and investing in the training, recruitment and retention of future leaders.

The VCHRI Campus is located on the traditional homelands of the Musqueam, Squamish and Tsleil- Waututh Nations territory.

The Assistant Manager, Human Resources reports to the Human Resources Manager, UBC Faculty of Medicine, with day-to-day functional reporting to the Manager, Research Operations, VCHRI and provides leadership to the VCHRI Administration Office Senior Leadership Team and sub-unit Managers.  Supervises the HR Assistant, VCHRI.

Liaises with senior administrative personnel at UBC and Vancouver Coastal Health.

Work Performed

Provides guidance, information and advice to directors and managers on terms of employment/collective agreements, recruitment, employee relation management, conflict resolution, leave entitlements, position classifications, compensation, performance management, performance reviews, attendance management and other issues as they arise. Referring more complex issues to the Manager, Research Operations.

• Works collaboratively with Directors and Managers in setting and implementing strategic plans in alignment with the Institute, as well as goals and objectives for human resource operations. Collaborates with UBC Staff HR team or VCH HR Staff team to ensure policies are in line with Employment Standards, UBC and VCH policies, procedures and guidelines. Refers matters which are more than moderately complex to the Manager, Research Operations.

• Responsible for all staff recruitment for VCHRI administration office and sub-units (i.e. medical animal facilities, pre-clinical research facilities, C2E2, Legacy for Airway Health, etc).  This includes writing and reviewing job descriptions, position classifications/reclassifications, position management, advertising, reviewing resumes, developing interview questions, and making selection recommendations. Provides advice and support to Directors, Managers and other leaders within the portfolio on these same recruitment activities. Participates in interviews and provides direction to HR Assistant in regard to reference checks, letters of regret as required, management of positions and postings in Workday respectively.

• Manages, reviews, analyzes, provides advice and makes recommendations for staff appointment documentation. Provides advice on compliance with UBC and VCH policies, procedures and guidelines. For appointment recommendations that are not in compliance with UBC and VCH policies, works with the Manager, Research Operations to investigate, consult, make recommendations and works closely with unit leaders to resolve non-compliance issues. Applies continuous quality improvements.

• Advises the Directors and Managers on salary administration for select staff groups including hiring salary, probationary increases, mid-point progression, merit, and step increases.

• Monitors end dates for select staff positions, ensuring individuals are reappointed or terminated as necessary.

• Provides oversight for all aspects of on-boarding for select new staff employees. Ensures supervisors are aware of their responsibilities, including providing appropriate orientation, developing resource materials, providing information to new staff related to access to UBC and VCH 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 all leave management records and activities including vacation, sick, attendance, maternity, parental, medical, unpaid leaves for specific educational program areas.

• Responsible for the integrity, confidentiality and security of all staff personnel records, documents and file system in the portfolio. Audits information to ensure the accuracy and validity of human resources records and statistics pertaining to VCHRI and sub-units.

• Establishes practices on attracting, retaining and developing staff. Stays current on issues such as VCHRI Administrative Office HR Best Practices, Health & Wellness, Performance Management, Coaching & Mentoring.

• In conjunction with Manager, Research Operations, analyzes requests for temporary/ongoing assistance, to determine if additional resources are required. Identifies training needs, and participates in the design and delivery of workshops, presentations, meetings, and project initiatives with respect to staff human resources, appointment and recruitment matters.

• Maintains current knowledge of human resource related legislation and UBC and VCH policies, processes and procedures as well as collective agreements.

• Performs other duties are required.

Consequence of Error/Judgement

Erroneous, inappropriate or unethical disclosure or use of this information may significantly compromise VCHRI’s strategic objectives, critical funding opportunities, relationships and reputation, and can cause embarrassment to the VCHRI, the University and VCH.

This role is dealing with sensitive, highly confidential information.

This position must use strong organizing and prioritizing skills to effectively and efficiently manage the area of human resources relating to all employee groups hired under dual organizations at the VCHRI.

Supervision Received
The Assistant Manager, Human Resources reports to the Human Resources Manager, UBC Faculty of Medicine has a functional reporting relationship to the Manager, Research Operations, VCHRI and liaises with the UBC and VCH HR Departments. 
Supervision Given
The Assistant Manager, Human Resources supervises the UBC HR Assistant, VCHRI and works collaboratively with the Institute Senior Leadership Team, and with sub-unit managers to facilitate issues and resolve problems.  Provides advice guidance on HR policies for external and internal (Centre/Program) enquiries. 
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

• Undergraduate degree in a relevant discipline, Business Administration or Human Resources preferred.  Minimum of two to three years of related experience or the equivalent combination of education and experience.

• Experience in working with Workday (the University’s human resources and administrative systems) and ICIMS and EE-On Line (the Health Authority human resources systems) are an asset.

• Experience and knowledge of University and/or Health Authority policies are an asset.

• Ability to effectively use office productivity software at an advanced level (e.g., Outlook, MS Word, MS Excel, MS Teams).

• Ability to effectively manage multiple tasks and priorities.

• Ability to communicate effectively verbally and in writing.

• Ability to develop and maintain effective interpersonal relationships.

• Ability to work effectively independently and in a team environment.

• Ability to prioritize and work effectively under pressure to meet deadlines.

• Ability to be thorough, accurate, and have a high level of attention to detail.

• Ability to provide effective and appropriate guidance and counsel (e.g., career counselling)

• Ability to provide quality service to customers in a courteous, patient manner.

• Ability to deal with a diversity of people in a calm, courteous, and effective manner.

• Ability to think conceptually. (i.e., use creative, conceptual, or inductive reasoning or thought processes to identify patterns in complex data, and identify key or underlying issues in complex situations).

• Ability to effectively recruit, train, supervise, and motivate employees.

• Ability to lead change by creating a vision and taking appropriate action to ensure acceptance and support.

• Ability to analyze problems, identify key information and issues, and effectively resolve.

• Ability to administer human resource policies and procedures, such as collective agreement provisions.

• Ability to maintain confidentiality and privacy.

• Ability to exercise tact and discretion.

• Perform other duties as required.