Description
Job Category<br/><br/>M&P – AAPS
Job Profile<br/><br/>AAPS Salaried – Administration, Level A
Job Title<br/><br/>Faculty Lifecycle Coordinator
Department<br/><br/>UBCO | Administration | School of Engineering | Faculty of Applied Science
Compensation Range
$5,791.00 – $8,323.42 CAD Monthly<br/><br/>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.<br/><br/>Posting End Date
June 1, 2026<br/><br/>Note:<br/><br/>Applications will be accepted until 11:59 PM on the Posting End Date.<br/><br/>Job End Date<br/><br/>Ongoing<br/><br/>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.<br/><br/>Job Description Summary
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.<br/><br/>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.<br/><br/>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.<br/><br/>Organizational Status
The School of Engineering at UBC Okanagan is a vibrant and growing academic unit within UBC’s Faculty of Applied Science, one of the university’s 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.<br/><br/>Serving more than 1,800 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 School’s 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.<br/><br/>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).<br/><br/>· 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.<br/><br/>· Develops and manages faculty job postings and advertisements and ensures the completeness and accuracy of recruitment documentation and reporting.<br/><br/>· Manages faculty recruitment processes, including candidate communication, interviews, and faculty visit logistics, with support from the Administrative Assistant to the Director.<br/><br/>· Directs the administrative and procedural preparation of ARPT documentation to ensure accuracy, completeness, and compliance.<br/><br/>· Manages multiple concurrent, cyclical, deadline-driven ARPT and lecturer renewal processes that constitute standing institutional obligations.<br/><br/>· Drafts appointment letters, Committee Summary Reports, and leadership review documentation based on approved decisions, using standard institutional language.<br/><br/>· Leads academic leadership review and reappointment processes, including stakeholder consultations, preparation of review files, and tracking of outcomes and required actions.<br/><br/>· 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.<br/><br/>· Oversees process for faculty leaves (e.g., study, medical, parental, and unpaid) to ensure compliance with established HR and Faculty Relations procedures.<br/><br/>· Administers the retirement and emeritus appointment processes, ensuring documentation and approvals are managed accurately and efficiently.<br/><br/>Policy, Process, and Liaison Activities
· 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.<br/><br/>· 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.<br/><br/>· Establishes procedural standards, sequencing, and quality expectations for ARPT-related administrative work and provides functional guidance and training to administrative staff supporting faculty documentation.<br/><br/>Staff Management
· 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.<br/><br/>· Assigns and sequences work, establishes priorities, and ensures alignment with critical ARPT timelines and deliverables.<br/><br/>· Sets clear procedural standards, templates, and quality expectations for all faculty-related administrative work.<br/><br/>· Reviews and validates documentation prepared by administrative staff for completeness, accuracy, and compliance prior to submission.<br/><br/>· Provides training, onboarding, and ongoing coaching to administrative staff to ensure consistent application of processes and continuous skill development.<br/><br/>· Monitors workflow and redistributes tasks as needed to address volume pressures, emerging priorities, or process bottlenecks.<br/><br/>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.<br/><br/>· Performs other duties as required.<br/><br/>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.<br/><br/>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.<br/><br/>Supervision Received
Works under the general direction of the School’s 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.<br/><br/>Supervision Given
Manages the Administrative Assistant to the Director’s Office and is responsible for hiring, discipline, evaluation, and termination.<br/><br/>Minimum Qualifications<br/><br/>Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the equivalent combination of education and experience.<br/><br/>Willingness to respect diverse perspectives, including perspectives in conflict with one’s own.<br/><br/>Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.<br/><br/>Preferred Qualifications<br/><br/>Experience in human resources, recruitment, faculty affairs, ARPT processes, or administrative operations within a post-secondary or similarly complex environment.<br/><br/>Knowledge of UBC administrative systems, processes, collective agreements, and faculty appointment procedures, particularly those related to promotion and tenure.<br/><br/>Experience supporting committees and/or senior leaders, including preparation of confidential materials, meeting coordination, and records management.<br/><br/>Demonstrated ability to provide functional guidance and review procedural work completed by support staff.<br/><br/>Experience managing complex administrative processes requiring a high degree of accuracy, discretion, and sound judgment.<br/><br/>Strong written and oral communication skills, with the ability to interact effectively with faculty, staff, and external partners using tact and diplomacy.<br/><br/>Strong organizational and problem-solving skills, with the ability to manage competing priorities and meet deadlines in a high-volume, deadline-driven environment.<br/><br/>Demonstrated attention to detail and ability to maintain a high level of accuracy.<br/><br/>Ability to work both independently and collaboratively in a team-oriented environment.<br/><br/>Intermediate proficiency with spreadsheets, databases, and productivity tools beyond basic Microsoft 365 functionality.<br/><br/>Familiarity with immigration processes related to academic hiring is an asset.<br/><br/>Coursework or training in human resources, labour relations, governance, or process improvement is an asset.<br/><br/>#J-18808-Ljbffr
