Faculty HR Assistant

Staff - Union Job Category CUPE 2950 Job Profile

CUPE 2950 Salaried - HR Admin Clerk 4 (Gr7)

Job Title:

Faculty HR Assistant

Department:
Human Resources Support | Department of Medicine | Faculty of Medicine

Compensation Range: $4,594.00 - $4,827.00 CAD Monthly

Posting End Date:
January 21, 2026

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

Job End Date:
February 22, 2027

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.

The Faculty HR Assistant is responsible for coordinating clinical faculty appointments as well as coordinating the Department of Medicine’s clinical faculty promotions process, and associate membership reappointments. They are also responsible for coordinating the bi-annual academic certification process for the Royal College of Physicians and Surgeons of Canada, advising Division Heads, Division Administrators, and faculty members on faculty HR policies, practices, and processes, tracking departmental timelines and deadlines, creating the HR reappointment forms, collating metrics for reviews and reports, coordinating the faculty merit process, and providing support to the Faculty HR Coordinator.

This position reports to the Faculty HR Coordinator and works with the HR Manager, Head’s Administrative Coordinator, and Director of Administration in the Department of Medicine. This position communicates regularly with Division Administrators, Department of Medicine (DOM) staff and faculty, Department of Medicine (DOM) managers, Faculty of Medicine (FOM) staff, UBC Faculty Relations, Human Resources, and Payroll.

• Provides information to Division Heads, Division Administrators, and other HR Assistants in the Department of Medicine on UBC, Faculty of Medicine and Department of Medicine policies, practices and processes related to clinical faculty, academic faculty and referee letters including determining eligibility, sending out referee requests and reviewing letters, responding to queries, and drafting letter correspondence on behalf of the Department Head.
• Works with faculty members, Division Heads, Division Administrators, distributed sites, and the Faculty of Medicine Dean’s Office to ensure documentation is complete. Enters appointment details into Workday and TTPS once the appointment is approved.
• Coordinates, gathers, and summarizes appropriate documentation for clinical and academic faculty who are reviewed by the Academic Appointment, Reappointment, Promotion, Tenure (AARPT) Committee. Follows up on changes or information requested by the Committee and ensures appointments and promotions are approved and processed in a timely manner. This includes communicating information about clinical promotions and collecting expressions of interest.
• Prepares and sends out template congratulations letters, offer letters and welcome packages to new Clinical Faculty members.
• Maintains appropriate tracking lists and systems to monitor the status of the various faculty appointments, both individually and by rank.

• Coordinates the bi-annual Royal College of Physicians and Surgeons of Canada Academic Certification process and ad-hoc Academic Registration requests through the College of Physicians and Surgeons of BC.
• Advises Division Heads, Division Administrators, interested faculty members, and other HR Assistants in the Department of Medicine of Academic Registration and Academic Certification policies, practices, and processes including determining eligibility. Answers queries as needed.
• Coordinates departmental timelines and deadlines for Royal College of Physicians and Surgeons of Canada Academic Certification process for the Department of Medicine.
• Drafts letters on behalf of the Department Head. Checks paperwork for completion and…