Assistant HR Manager

Job Title

Assistant HR Manager

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Human Resources, Level A

Job Family Group

Staff - Non Union

Department

Administration Central Services HR | Department of Family Practice | Faculty of Medicine

Compensation Range

$5,692.25 - $8,179.50 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.

Job End Date

Ongoing

Posting End Date

November 15, 2026

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

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 Human Resources (HR) Manager provides operational human resources support and coordination across a broad range of faculty and staff HR functions. The position administers the full employee lifecycle for term faculty appointments and supports staff recruitment, compensation, performance reviews, and job description processes; it also serves as a resource for supervisors and employees on HR policies, procedures, and best practices. Working closely with the Human Resources Manager, the incumbent develops and maintains departmental HR procedures and records management, serves as the department's primary resource for Workday HR processes, and ensures consistent, efficient, and compliant HR operations across the department. The position also provides cross-functional support and coverage for other HR team members as required. The Assistant HR Manager is expected to exercise discretionary judgment, initiative, and tact in advising department members; is accountable for the accuracy and reliability of their work; works independently under established guidelines, processes, and policy; and is expected to exercise judgment to determine appropriate actions and escalations.

Organizational Status

The Department of Family Practice (DFP) is dedicated to educating learners, physicians, and midwives to become effective providers of patient-centered care within the context of families and communities. Recognizing the vital role of family practitioners in the health and well-being of BC’s population, the Department is committed to leadership, collaboration, inspiration, support, and innovation in all aspects of its academic, educational, and clinical endeavors.

The Department of Family Practice is one of the larger and more complex departments in the Faculty of Medicine (FoM) with over 4200 appointees, including 31 academic faculty and Lecturers, over 4000 clinical faculty, over 120 staff, and 95 other UBC appointees (term faculty, postdoctoral fellows, research associates, academic visitors, and student employees). The Department currently includes 3 education programs, 2 academic health clinics, 8 Special Interest Focus Programs (formerly known as Divisions), and multiple research units and programs. The education programs include the Residency Program, which has the largest number of residents in the Faculty of Medicine; distributed training is delivered across 23 sites in the province. The Undergraduate Family Practice Program has a strong presence across all 4 years of the MD Undergraduate program in the Faculty of Medicine, as well as the Midwifery Program, which provides both clinical and research training. The Bachelor of Midwifery is a fully distributed entry-to-practice Midwifery Education Program, currently delivered in Vancouver and on Vancouver Island.

Reports directly to the HR Manager; receives work direction from the Director, Administration and/or department head as required. Works closely with faculty, staff, and other members across the department; works collaboratively with departments and units within the Faculty of Medicine and UBC, distributed regional partners (IMP, SMP, NMP), health authority, and other partner organizations.

The administrative offices are housed at UBCV (Point Grey). DFP faculty and staff are located across numerous sites across the province, including Vancouver-Fraser, Vancouver Island, Northern BC, and the Interior. Travel to local sites and other distributed sites within the Vancouver-Fraser and provincial regions for meetings as needed.

Work Performed

• Manages the full employee life cycle (recruiting, hiring, immigration, onboarding, leaves, reappointments, termination) of term faculty positions (Research Associates, Postdoctoral Fellows, Adjunct, visiting scholars, Affiliates, honorary, and clinical faculty administrative appointments).
• Prepares staff and term faculty job descriptions, including but not limited to drafting and updating job descriptions and coordinating job postings. Recommends appropriate classifications. Advice must be aligned with UBC and FoM policy, collective agreements, handbooks, ACTEs, and legislative requirements.
• Advises on staff recruitment process and procedures, ensuring adherence to UBC, FoM, and dept best practices; acts as the primary department contact and liaises with UBC compensation on complex staff job classification inquiries.
• Using judgment and initiative, interprets and advises on collective agreements, university policies, procedures, and practice. Reviews departmental practices to ensure consistent alignment with FoM and UBC. Resolves misalignment using diplomacy, tact, and training. Escalates complex or non-routine matters to the HR Manager for resolution.
• Oversees discretionary compensation increases. Advises supervisors on staff market rate increases and manages the staff merit processes and procedures. Administers and manages term faculty increases, ensuring increases are aligned with University policy and procedures.
• Provides guidance to the Clinical Faculty Coordinator on non-routine clinical faculty appointment matters; exercises sound judgment to determine appropriate action and escalation for complex clinical faculty issues and term faculty matters; supports the Human Resources (HR) Manager on complex faculty (term faculty or tenured/tenure-track faculty) appointment files and related issues.
• Guides supervisors and staff throughout the annual performance review process and reclassification process; advises on review procedures, documentation, and timelines; manages moderately complex performance matters; escalates complex performance-related matters to the HR Manager as appropriate.
• Develops, maintains, and continuously updates departmental HR procedures, process documentation, templates, and resource materials to support consistent and efficient HR operations. Solicits input from relevant stakeholders and undertakes an effective consultative process. Champions and socializes these changes to DFP staff, students, and faculty.
• Responsible for the maintenance of departmental HR records, employee files, and appointment documentation, ensuring records are complete, accurate, confidential, and managed in accordance with University policies and records retention requirements; supports the Director, Administration on FOI requests, advising on FIPPA and liaising with OUC to ensure the Department is aligned and meeting legislative requirements.
• Acts as the primary departmental resource for Workday HR processes, providing functional support, troubleshooting, training, and guidance to dept members to ensure the accurate and effective use of Workday.
• Trains, develops, and assigns cross-functional support and coverage for HR team members to ensure continuity of HR operations.
• Maintains current knowledge on matters related to human resources including the Employment Standards Act, the Labour Code, the Human Rights Code, collective agreements, Terms and Conditions of Employment, handbooks, university and FoM policies, and best practices.
• Performs other related duties as required, including vacation coverage for the Department HR team.

Consequence of Error/Judgement

Provision of accurate advice and information in a timely manner enhances the effective and efficient operation of the Family Practice HR team. Work requires the incumbent to exercise tact, diplomacy, confidentiality, and understanding of the complexities of the department, FoM, and UBC. 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 and the incumbent must utilize a thorough knowledge of the Education Programs and HR best practices, in addition to strong communication and interpersonal skills, to respond effectively in each situation. Inappropriate or delayed actions could adversely affect the credibility of the unit. Incorrect approvals of actions, or inappropriate advice, can have financial and legal implications to the department, Faculty of Medicine, or the University. Misinterpretations of policy or collective agreements can be precedent-setting and lead to appeals and grievances.

Supervision Received

Reports directly to the HR Manager; receives work direction from the Director, Administration and/or department head as required. Works closely with faculty, staff, and other members across the department; works collaboratively with departments and units within the Faculty of Medicine and UBC, distributed regional partners (IMP, SMP, NMP), health authority, and other partner organizations. Exercise discretionary judgment, initiative and tact in advising department members, accountability for the accuracy and reliability of their work, work independently under establish guidelines, processes and policy, refers complex, non-routine matters to the HR manager.

Supervision Given

Supervises CUPE 2950; may supervise work-learn student(s). Responsible for hiring, training, managing, developing, and terminating.

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

Degree in Business or HR Management preferred. Knowledge of University policies, procedures, governance and administrative systems 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 using Workday HRIS, and standard business software, at an intermediate level. 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, discretion 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, meet deadlines and work effectively under pressure to meet deadlines. Ability to interpret and apply collective agreements, policies and procedures in a complex, unionized environment. Ability to work as part of a team and individually. Ability to provide effective and appropriate guidance and counsel on HR related matters.

Strong facilitating and negotiating skills.