Assistant Manager and Writer, Faculty Appointments, Reappointments, Promotion, Tenure (ARPT), and Emeriti

Job Category
M&P – AAPS

Job Title
Assistant Manager and Writer, Faculty Appointments, Reappointments, Promotion, Tenure (ARPT), and Emeriti

Department
Department Appointment, Reappointment, Promotion and Tenure Administration Department of Paediatrics Faculty of Medicine

Posting End Date
October 28, 2022

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

Job End Date
Nov 30, 2023

This offer is conditional upon successful completion of a Criminal Record Check.

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

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 SUMMARY
The UBC Department of Pediatrics has over 500 faculty members provincially, nationally, and internationally. It consists of 20 divisions at BC Children’s Hospital (BCCH) and four provincial campuses: Vancouver-Fraser Medical Program (VFMP), Island Medical Program (IMP, Victoria), Southern Medical Program (SMP, Kelowna), and Northern Medical Program (NMP, Prince George). All hospitals in the province are responsible for their own independent human resource (HR) processes such as faculty recruitment, salary, benefits, etc. However, Faculty appointments, reappointments, promotions, tenure (ARPT) are handled by only one office: UBC Department of Pediatrics. It is the only institutional process subjected to a multi-level, rigorous, internal and external review by staff, UBC faculty committees, arm’s length external faculty peers at other national and international universities, and UBC faculty leaders who endorse the files. It is one of the most heavily vetted processes and important decisions made by the UBC academia. The documentation created and developed at the departmental level determines the success or failure of all faculty applications. This position is a part of the team that directs, develops, creates, implements, and leads the processes responsible for the faculty career progression process (ARPT) for Academic, Partner, Without Review, Clinical, Affiliate, Adjunct, Emeritus, and Associate Members who are located at UBC and other universities/institutions. Major responsibilities include: Faculty HR administration; writing complex faculty reports, letters of offer, and other documentation on behalf of the Department Head and other faculty in final form; statistical computation/analysis and creation of faculty performance metrics databases; and publication performance analysis and creation of new databases using scientometric databases. 

ORGANIZATIONAL STATUS 
This position reports to the Manager and Writer, Faculty ARPT and Emeriti and works closely with: 1) the Department Head, 2) Chair of the Department Appointment, Reappointment, Promotion, and Tenure Committee (DARPT), 2) the Chair of the Clinical Faculty Appointment, Reappointment, and Promotion Committee (C-DARPT), 3) DARPT Committee, 4) C-DARPT Committee, 5) Human Resources Assistant (DARPT), 6) individual faculty, and 7) other administrative staff to ensure appropriate procedures are followed and to investigate unusual situations that may require further consultation. The incumbent works strategically and collaboratively with the Faculty of Medicine (FoM)’s Dean’s Office, external faculty and staff located at other national and international universities (to secure multiple mandatory assessments of an applicant), other departments/schools/faculties regarding joint or cross-appointments, Summative Peer Review of Teaching (SPROT) Reviewers, Merit Sub-Committees, the Senior Director of Administration, the Senior Human Resources Manager, the Human Resources Assistant Manager, and PHSA staff. This position interacts and communicates with faculty and staff both internal and external to UBC. Oversees and works with co-op or work study students and temporary staff. 
 

WORK PERFORMED 
-Responsible for the management of ARPT processes for faculty in the Department of Paediatrics including administration, writing and metrics. 

Faculty HR Administration: 
-Analyzes faculty on initial starting rank and readiness for promotion 
-Provides first level advice and information to faculty by advising upon, analyzing, and editing faculty documentation 
-Secures positive committees’ reviews and votes and endorsement by all levels of faculty leadership 
-Ensures applications are prepared, processed, and voted upon in compliance with the UBC Clinical Faculty Appointment Policy, other related HR policies/procedures, UBC Faculty Agreement, the Senior Appointments Committee (SAC) Guide, and other ARPT policies and procedures. 
-Prepares SPROT faculty documentation. 
-Hire, train, and supervise student hires and temporary staff; manages their performance by establishing standards and goals, evaluating performance, and providing feedback. 
-Determines referee eligibility to provide mandatory written assessments and secures those assessments in a timely manner. 
-Revises and implements departmental practices, policies, and procedures 
-Investigates and recommends solutions to intricate, unusual or irregular cases
-Ensure policies and procedures are properly executed for Faculty Merit and Distinguished Achievement Awards (DAA); conducts merit meetings regarding Merit and DAA with our faculty subcommittees 
-Manages events and special projects 
-Meets with the Manager and Writer, Faculty ARPT and Emeriti to provide updates and discuss concerns 

Written Faculty Reports, Offer Letters, and Other Key Documentation: 
-Writes and circulates comprehensive committee minutes to all stakeholders and ensures directives are executed 
-Writes comprehensive faculty reports in final form for the Department Head on all Clinical Faculty files which includes faculty metrics from a variety of sources; ensures the report will sustain review by CDARPT Committee, the Department Head, and the Dean of Medicine, and guarantee an appointment or promotion. Coordinates and secures multiple external, arm’s length, written assessments by faculty located at other national or international universities. 
-Writes all faculty reports in final form for the Department Head on Affiliate, Adjunct, and Emeriti Faculty. Decides upon the quantitative and qualitative narrative so that it can withstand a vetting process that includes committees and UBC leaders. 
-Writes Letters of Offer on behalf of Adjunct, Emeriti, and Affiliate Faculty located at other provincial, national, and international institutions; collaborates with the external faculty members’ home institutions’ Department Head or Dean and their legal department, taking into account the policies and processes of both universities. 
-Writes original biographies on referees who provide assessments on our faculty.
-Oversees Academic, Partner, and Without Review Faculty files by drafting out key narrative points that that includes computation of individual and analysis of departmental metrics on teaching, research, publications, and service 
-Reviews and edits the SPROT done by two faculty members for accuracy of teaching data analysis. 
Faculty Performance Metrics & Scientometric Databases and Statistical Computation and Analyses: 
-Manages the Clinical Faculty Portal for Annual Activity Reports which generates individual metric reports; reviews, computes, and analyzes all Clinical Faculty longitudinal metrics. 
-Reviews peer evaluations for eligibility/accuracy;

reviews and computes teaching evaluation scores; manages the confidential research supervisor evaluation process by securing quantitative and qualitative feedback for all evaluations.
-Conducts a complex data verification process consisting of computation and analyses of individual faculty academic performance metrics relative to departmental peers.
-Assists in the management of the Longitudinal Academic and Partner Faculty Metrics Database of departmental faculty performance and executes an analysis of individual vs. departmental peer performance via training background (MD vs. PhD) and rank (Associate Professor or Professor), etc.
-Utilizing scientometric databases, runs analysis for additional faculty performance measures; teach faculty how to use such databases; and assist in the creation of new original departmental databases.
-Researching and preparing reports 

Other: 
-Performs other duties as required and assigned by the Manager and Writer, Faculty ARPT and Emeriti.

CONSEQUENCE OF ERROR 
-Ensures the implementation of comprehensive policies, procedures and systems having broad impact across the faculty of our department. Exercises judgement in establishing priorities and carrying tasks through to completion in a timely manner. Inappropriate or delayed actions could result in embarrassment to the Manager and Writer, ARPT and Emeriti; faculty member; Department Head; the Chair of DARPT the Chair of C-DARPT; DARPT Committee; C-DARPT Committee; the Faculty Appointment, Reappointment, and Promotion Committee (FARPT); the FoM Dean; the Provost and Vice-President Academic; the Senior Appointments Committee (SAC); and the University President. 
-Inappropriate, untimely, or inadequate actions concerning formal reviews along career paths of faculty may significantly compromise the Department’s and University’s ability to recruit and retain faculty; could delay or deny faculty rank progression; restrict or limit internal and external opportunities for faculty certification or licensure, funding, and awards; reduce faculty career satisfaction, success, prestige, and salary increases; could result in grievances or other formal proceedings against the department and the University. 
-If critical information has been overlooked, procedures have not been followed, or if incorrect approvals of actions or inappropriate advice was given it can have financial and legal implications to University. Misinterpretations of policy or collective agreements can be precedent setting and lead to appeals and grievances. Errors could have a significant impact on the reputation of the department, the Dean’s Office, the FoM and the University and could seriously compromise our department’s ability to carry out its strategic mission. 
-The incumbent ensures that the Manager and Writer, ARPT and Emeriti; Department Head; Chair of the DARPT Committee; and Chair of the C-DARPT Committee are informed of concerns or irregular matters. 
-Work must often be performed independently and correctly within very limited time constraints, requiring the incumbent to meet deadlines and solve problems quickly and effectively, with competing and overlapping deadlines.

SUPERVISION RECEIVED
The incumbent reports to the Manager and Writer, Faculty ARPT and Emeriti. Work is carried out independently and reviewed in terms of sound management practice, achievement of specific objectives, and ability to meet deadlines. The Department Head, Chair of the DARPT Committee, and Chair of the CDARPT Committee provide general and functional direction.

SUPERVISION GIVEN 
Supervises and directs the work of co-op and work-study students and temporary staff. Recruits, trains, and directs students and temporary staff. Advises external referees, faculty applicants, Summative Peer Review of Teaching (SPROT) Reviewers, various faculty committees, committee Chairs, Department Head, and other relevant stakeholders.

MINIMUM QUALIFICATIONS

Undergraduate degree in a relevant discipline. Minimum two years of related experience, or the equivalent combination of education and experience. 

PREFERRED QUALIFICATIONS 
Interdisciplinary background in writing, statistics, and human resource management. Experience in working with faculty leaders and faculty committees.

Knowledge of and ability to advise upon University policies, procedures, agreements, governance and administrative systems. Ability to maintain accuracy and attention to detail.

Research and compile information from various sources. Communicate and explain complex information to diverse individuals and groups.

Effective oral and written English communication, leadership, interpersonal, and organizational skills. Intermediate computer skills required (e.g., Microsoft Office) and ability to use Workday and HRMS. Ability to review, analyze, and synthesize complex information into summaries and reports.

Write complex faculty reports in final form that facilitate faculty audiences (key university leaders and multi-level faculty committees) to render a vote/decision on a file.

Create or oversee the creation of databases, maintain databases, and engage in computation comparative analysis of individual and departmental faculty performance.

Conduct analyses via scientometric databases that yield faculty metrics.

Foster positive, productive working relationships with internal and external stakeholders.

Ability to improve processes or develop new processes to meet changing conditions.

Identify, obtain, and manage organizational resources.

Ability to anticipate problems and plan ahead.

Work both independently and in a team environment and work under pressure to meet deadlines in a creative, resourceful, and effective manner.

Ability to supervise, train and motivate co-op and work study students and temporary staff.

Manage their performance by establishing standards and goals, evaluating performance, providing feedback, and taking corrective action.