Senior Academic Advisor, UCVM

Description

The Faculty of Veterinary Medicine is currently seeking a Full-time Temporary Relief Senior Academic Advisor, Faculty Development for approximately 13 months.

The Senior Academic Advisor, Faculty Affairs & Development reports to the Business Manager, with coordinated accountabilities to the Associate Deans, Faculty Affairs and Development. The Senior Academic Advisor, Faculty Affairs and Development will work closely with the HR services partners and advisors (Academic) and all other applicable sub-units across the University to ensure appropriate and consistent application of policies and procedures. This role also provides in-scope supervision, training and mentorship to the Faculty Affairs and Development Office staff.

This leadership position is faculty facing and is responsible for the HR academic processes while creating and maintaining a faculty workload management model for UCVM faculty. This position will play a leading role in consistent application of policy and procedure, and actively seek faculty development opportunities. This new position will be highly involved in shaping and deploying new initiatives.

The incumbent will be knowledgeable and confident in the application of GFC Academic Staff Criteria & Processes Handbook. They will also facilitate the merit assessment review process which encompasses coordinating the planning/administration of seminars and workshops related to merit, tenure and promotion, including research and scholarly leave. Seminars are supported by an HR Advisor, Academic.

This position is responsible for generating timelines and project plans as well as timely and efficient delivery. This position acts as a resource for information and contributes to the continuous improvement of the UCVM academic process.

Summary of Key Responsibilities (job functions include but are not limited to):

Academic Processes:

• Collaborates and serves as the primary resource for coordinating academic career processes and faculty position changes. Provides support for faculty members in academic career processes.
• Oversees day-to-day functions and programs of the Office of Faculty Affairs & Development through managing the tracking, timelines, and records to ensure accuracy and that deadlines are met. Liaises with HR on challenges, Head Equivalent questions, and processes.
• Creates, collects, and reports on databases to support fair and equitable distribution of effort and workload assignment.
• Designs and constructs a workable workload management model to ensure that the distributions of effort are precisely calculated.
• Coordinates internal reviewers, committees and meeting logistics. Advises the Associate Deans, Faculty Affairs and Development and the Academic Advisor on progress and informs of any concerns. Supports new Faculty Affairs and Development Office initiated workgroups.

Academic Portfolio (AP):

• Assists the Associate Deans, Faculty Affairs and Development in managing the Academic Portfolio system for academic career processes. May also assist faculty members with AP upon request.
• Serves as Faculty Administrator for annual Academic Performance Reports (APR).
• Secures final signatures required for promotion and tenure or merit and forwards to HR Services for further processing and/or retention.
• Creates and maintains a tracking system for recommended changes to Faculty Guidelines and shares recommendations with internal and external stakeholders. Develops and maintains UCVM's management control framework for merit and RSL, including UCVM Committees, with support from HR Academic.
• Facilitates academic awards for faculty recognition opportunities (teaching awards, internal mentorship awards).

Academic Recruitment and Onboarding:

• With the Faculty Affairs and Development Office, ensures a welcoming and professional recruitment and onboarding process for new academics to UCVM.
• Tracks and oversees all academic recruitment processes (i.e., advises committees on requirements and processes in collaboration with central support staff, liaises with HR for training opportunities or committee inquiries, responsible for recruitment setup including JOR, external advertising, and identification of selection committees, creates and maintains UCVM recruitment toolkit resource for committees).
• Oversees and advises on administration of new adjunct appointments and renewals. Develops adjunct appointment guidelines and engagement initiatives.

Leadership:

• Establishes and delivers client-oriented services to academics, and serves as the first point of contact for key stakeholders. Develops program documentation.
• Assumes an expert role in developing and managing the administration of UCVM's professional development programs (e.g., CALF, Launch Committee, memberships, onboarding) and provides detailed analysis and authoritative advice to key stakeholders.
• Manages records for all Office of Faculty Affairs & Development people, processes, and programs.
• Provides development direction of UCVM Faculty Affairs and Development Office intranet and internet webpages and sites. Develops, drafts and advises on communications on behalf of the Associate Deans, monitoring the ADFA shared inbox, newsletter content.
• Oversees the planning and execution of all regular monthly and ad-hoc seminars, workshops, and forums and other professional development opportunities.
• Oversees and reports on specific budgets including planning, monitoring, and resolution of any unauthorized expenses in collaboration with central support staff.

Qualifications / Requirements:

• Bachelor's degree and at minimum 5 years of related experience, with 1-3 years of those in an academic environment or a human resource environment, is required.
• Knowledge of post-secondary academic career processes is preferred.
• Experience working with academic appointments, including sessional and adjunct positions, is preferred.
• Experience writing and editing reports, and advanced skills with expense monitoring and financial software is required.
• Strong organizational and time management skills required, with the ability to prioritize and manage competing deadlines.
• Ability to take initiative, work independently, organize and complete work with minimal supervision.
• Demonstrated ability to manage multiple project priorities and deliverables is required.
• Demonstrated effective communication skills, customer service skills, and the ability to function well as part of a team is essential.
• In-depth knowledge of, and experience with, University policies and procedures is an asset.
• Must have expert knowledge of Microsoft Office Products (Word, Excel, PowerPoint), including expert knowledge of Excel, and experience with PeopleSoft and SharePoint functionality and administration is preferred.
• Familiarity with AI (Chat GPT), electronic filing systems, macros, Power BI and databases is preferred.
• Proven professional work ethic with a focus on maintaining confidentiality when dealing with highly sensitive information.
• Strong interpersonal skills, with the ability to build effective working relationships at all levels within the organization.
• Proven leadership and mentoring skills.
• Proven ability to exercise judgment within established guidelines.

Application Deadline: March 4, 2025

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

This position is part of the AUPE bargaining unit and falls under the Specialist/Advisor Job Family, Phase 3.