Faculty Lifecycle Coordinator

University of British Columbia • Kelowna, BC

21h • CA$5,791 - CA$8,323 • Hybrid

About The Position

This position is the School’s designated internal subject matter expert and primary in‑unit 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.

Requirements

• 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 one’s own.
• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Nice To Haves

• 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.

Responsibilities

• 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 (tenure‑track, 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.
• Serves as the School’s 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.
• Provides day-to-day oversight and work coordination to the Administrative Assistant to the Director’s 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.
• 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.

Benefits

• Employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level