Faculty Lifecycle Coordinator

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 the normal course employees will be hired transferred or promoted between the minimum and midpoint of the salary range for a job.

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

Job 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 Description Summary

This position is the Schools designated internal subject matter expert and primary inunit advisor on faculty recruitment appointments reappointments promotion tenure (ARPT) and retirement. The role provides end-to-end school level accountability for the management of the faculty lifecycle process ensuring that timelines documentation and procedural requirements are managed accurately and consistently in accordance with institutional governance and collective agreements.

Operating within a bi-campus Faculty of Applied Science (APSC) environment the position applies and operationalizes Human Resources and Faculty relations guidance aligned with both UBC Okanagan and Vancouver (APSC) systems and approval pathways. While authoritative interpretation of policy and agreements remains with central partners this role translates policy into practice establishing clear and consistent School-specific processes and provides decision support to academic leadership committees and faculty members.

This position functions with a high degree of independence and professional judgment and is accountable for the integrity sequencing and timeliness of ARPT processes at the school level identifying and addressing procedural risks and opportunities.

Organizational Status

The School of Engineering at UBC Okanagan is a vibrant and growing academic unit within UBCs Faculty of Applied Science one of the universitys largest and most interdisciplinary faculties. While based on the Okanagan campus the School operates within a bi-campus faculty structure working in close partnership with Applied Science colleagues in Vancouver. Applied Science is one of only three faculties at UBC that span both campuses creating a unique environment that combines the close-knit innovative culture of UBC Okanagan with the scale resources and shared governance of a major research-intensive faculty.

Serving more than 1800 undergraduate and graduate students the School offers programs in Civil Electrical Mechanical and Computer Engineering supported by a diverse and highly engaged faculty. Faculty members lead impactful research programs spanning core engineering disciplines and interdisciplinary areas addressing real-world challenges and advancing regional national and global innovation. The Schools inter-campus structure enriches both academic and administrative operations requiring close coordination across campuses while fostering collaboration consistency and shared standards. Together this context makes the School of Engineering a dynamic and collegial unit distinctively Okanagan in culture yet fully integrated within the broader faculty and university.

Work Performed

Faculty Lifecyle Management (Faculty Recruitment Appointment Promotion & Tenure)

Manages the end-to-end faculty lifecycle processes including recruitment appointments reappointments promotion tenure (ARPT) and leadership appointments (e.g. Program Chairs Associate Directors).

Manages the faculty recruitment process across all appointment types (tenuretrack tenured lecturer adjunct associate members and emeriti) liaising with School leadership APSC (Vancouver) and Okanagan HR to ensure alignment and compliance with policies agreements immigration requirements and equity practices.

Develops and manages faculty job postings and advertisements and ensures the completeness and accuracy of recruitment documentation and reporting.

Manages faculty recruitment processes including candidate communication interviews and faculty visit logistics with support from the Administrative Assistant to the Director.

Directs the administrative and procedural preparation of ARPT documentation to ensure accuracy completeness and compliance.

Manages multiple concurrent cyclical deadline-driven ARPT and lecturer renewal processes that constitute standing institutional obligations.

Drafts appointment letters Committee Summary Reports and leadership review documentation based on approved decisions using standard institutional language.

Leads academic leadership review and reappointment processes including stakeholder consultations preparation of review files and tracking of outcomes and required actions.

Aids the school-level annual review of faculty Career Progress (CP) increments merit and Performance Salary Adjustments (PSA) to ensure that salary progression is accurately assessed and aligned with the Collective Agreement. Identifies discrepancies and coordinates corrections with Faculty Relations and Payroll as required.

Oversees process for faculty leaves (e.g. study medical parental and unpaid) to ensure compliance with established HR and Faculty Relations procedures.

Administers the retirement and emeritus appointment processes ensuring documentation and approvals are managed accurately and efficiently.

Policy Process and Liaison Activities

Serves as the Schools internal advisor and point of contact on faculty recruitment and ARPT matters sharing HR interpretation of Collective Agreement provisions university policies and processes in a clear actionable and consistent manner for faculty committees and leadership.

Translates Faculty Relations guidance and institutional policy into standardized School-level processes tools and documentation and works with School leadership and central partners to identify develop and maintain improvements that enhance clarity consistency and compliance across both Vancouver Applied Science and UBC Okanagan requirements.

Establishes procedural standards sequencing and quality expectations for ARPT-related administrative work and provides functional guidance and training to administrative staff supporting faculty documentation.

Staff Management

Provides day-to-day oversight and work coordination to the Administrative Assistant to the Directors Office and other administrative staff supporting faculty lifecycle processes.

Assigns and sequences work establishes priorities and ensures alignment with critical ARPT timelines and deliverables.

Sets clear procedural standards templates and quality expectations for all faculty-related administrative work.

Reviews and validates documentation prepared by administrative staff for completeness accuracy and compliance prior to submission.

Provides training onboarding and ongoing coaching to administrative staff to ensure consistent application of processes and continuous skill development.

Monitors workflow and redistributes tasks as needed to address volume pressures emerging priorities or process bottlenecks.

Special Projects and Continuous Improvement

Leads special projects during periods of lower ARPT activity including process analysis and improvement development of school level guidelines and tools data analysis and reporting related to faculty lifecycle activities training and resource development for academic leaders and administrators implementation or enhancement of administrative systems and support for strategic or operational initiatives as assigned by the Manager of Administration or School leadership.

Performs other duties as required.

Consequence of Error / Judgment

This position exercises considerable judgment in managing faculty recruitment and career progression processes that involve highly confidential information. Errors in sequencing documentation or procedural application may result in missed deadlines non-compliance with policy reputational impact or institutional risk.

This role operates within a complex inter-campus faculty environment requiring coordination across multiple stakeholders systems and approval frameworks. Stakeholder consultation precision discretion and alignment are essential.

Supervision Received

Works under the general direction of the Schools Director and Associate Director Faculty and reports to the Manager Administration. The position operates with limited supervision and is expected to exercise substantial judgment independence and initiative in planning and executing responsibilities in accordance with established School and University policies.

Supervision Given

Manages the Administrative Assistant to the Directors Office and is responsible for hiring discipline evaluation and termination.

Minimum Qualifications

• Undergraduate degree in a relevant discipline. Minimum of two years of related experience or the equivalent combination of education and experience.
• Willingness to respect diverse perspectives including perspectives in conflict with ones own.
• Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion.

Preferred Qualifications

• Experience in human resources recruitment faculty affairs ARPT processes or administrative operations within a post-secondary or similarly complex environment.
• Knowledge of UBC administrative systems processes collective agreements and faculty appointment procedures particularly those related to promotion and tenure.
• Experience supporting committees and/or senior leaders including preparation of confidential materials meeting coordination and records management.
• Demonstrated ability to provide functional guidance and review procedural work completed by support staff.
• Experience managing complex administrative processes requiring a high degree of accuracy discretion and sound judgment.
• Strong written and oral communication skills with the ability to interact effectively with faculty staff and external partners using tact and diplomacy.
• Strong organizational and problem-solving skills with the ability to manage competing priorities and meet deadlines in a high-volume deadline-driven environment.
• Demonstrated attention to detail and ability to maintain a high level of accuracy.
• Ability to work both independently and collaboratively in a team-oriented environment.
• Intermediate proficiency with spreadsheets databases and productivity tools beyond basic Microsoft 365 functionality.
• Familiarity with immigration processes related to academic hiring is an asset.
• Coursework or training in human resources labour relations governance or process improvement is an asset.