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

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

Job Category M&P - AAPS

Job Profile AAPS Salaried - Administration, Level A

Job Family Group Staff - Non Union

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

Compensation Range $6,143.67 - $8,830.25 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 9, 2026

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

This position is subject to the satisfactory completion of required background checks.

Note: Only the Full Time Compensation Range is displayed on the job posting details advertised on the UBC Career sites.

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 poi