Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - HR Admin Clerk 4 (Gr7)

Job Title

HR Assistant

Department

Staff Human Resources | Faculty Affairs | Faculty of Medicine

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

October 15, 2024

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 responsible for coordinating all human resources processing within the Dean’s Office for the Faculty of Medicine (FoM). The HR Assistant will primarily focus on the Office of the Vice Dean, Education (VDE) while also supporting other units within the Dean’s Office umbrella.

Key Responsibilities:

• Timely and accurate processing of staff and faculty appointments and re-appointments.
• Performing data entry into Workday to maintain accurate records.
• Processing payments for staff and faculty.
• Providing support in hiring processes as needed.
• Interpreting and effectively communicating policies and procedures.
• Assisting in the development and implementation of new HR policies and procedures.

Organizational Status

Our Vision: To Transform Health for Everyone.

Ranked among the world’s top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia, more than 12,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world.

The Faculty—comprised of approximately 2,200 administrative support, technical/research and management and professional staff, as well approximately 650 full-time academic and over 10,000 clinical faculty members—is composed of 19 academic basic science and/or clinical departments, 3 schools, and 25 research centres and institutes. Together with its University and Health Authority partners, the Faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally based centres across the province.

Work Performed

Workday Business Processes:

• Works with supervisors and UBC Human Resources to ensure staff positions are correctly classified and advertised in Workday.

• Coordinates, prepares, and processes full-cycle HR tasks related to recruitments, appointments, salary and costing allocation changes, promotions, transfers, leaves, resignations, retirement, etc., for staff, faculty, and students using Workday.

• Collects and organize documentation for new hires and departing employees, including employment information and resignation letters; assist supervisors with onboarding and offboarding processes.

• Maintains data integrity in Workday by inputting and updating employee demographics, salary information and more.

• Acts as the contact person for changes or information updates within the Teaching Tracking Payment System (TTPS), ensuring compliance with policies and procedures from the Office of Faculty Affairs regarding payment coordination.

• Liaises and communicates with the Integrated Service Centre (ISC), Payroll, HR, Digital Solutions, and the Dean’s Office to investigate and solve payroll and appointment enquiries.

• Compiles data and prepares reports/statistics as needed.

Faculty and Staff:

• Coordinates all appointment/reappointments for staff and faculty within the portfolio, ensuring documentation aligns with UBC and FoM policies, procedures and guidelines. Resolves any discrepancies and escalates non-routine issues to the HR Assistant Manager

• Maintains a bring-forward system for staff and faculty appointments/reappointments, term end dates, promotions, leave of absences, working notices, probation, salary increases, vacation tracking, statutory holiday pay for part-time staff and more.

• Assists with the planning, developing, organizing and implementing of human resources activities related to faculty teaching appointments.

• Prepares and process monthly teaching payments for both Adjunct and Non-Adjunct faculty, ensuring timely submission and accuracy of all financial documentation.

• Collaborate with faculty and administrative staff to streamline appointment procedures and enhance communication regarding payment processes.

Human Resources Support:

• Draft, post, and track staff and faculty advertisements, ensuring compliance with UBC policies, employment standards, and collective bargaining agreements.

• Submit staff job descriptions for classification and collaborate with managers to resolve any related issues.

• Assist the HR team with staff recruitment, which may include arranging interviews, conducting in-basket testing for candidates, and coordinating with Hiring Solutions.

• Develop in-basket testing and interview questions as needed, and may participate in interviews and conduct reference checks.

• Provides advice on faculty and staff recruitment policies in accordance to collective agreements. Escalates more complex cases to HR Assistant Manager.

• Provide information and general advice, including interpretations of collective agreements and handbooks, on topics including, but not limited to, salary increases, hiring processes, attendance, vacation and sick leave benefits.

• Escalate complex questions to the HR Assistant Manager

• Maintain up-to-date knowledge of current human resources policies, guidelines, and procedures for both faculty and staff, and educate new staff and faculty leadership on these policies.

Event Support:

• Assists with the planning of various annual events hosted by FoM Dean’s office.

• Assists with and prepares materials for events, learning sessions, and programs; assists with and coordinates logistics such as venue or consultant contracts, communication materials, presentation materials, coordinates complex schedules, programs, entertainment, gifts, budget and attendance management as well as pre/post event/program assessment to ensure each function is contributing to the advancement of the Faculty’s Strategic Plan. Coordinates and supports on-site and online event logistics and attends functions; troubleshoots problems and implements corrective measures.

Records Management:

• Responsible for confidential records management of faculty and staff personnel files, including creating, organizing filing, archiving, and disposal.

• Responsible for archiving leave management and recruitment files per UBC guidelines.

Other:

• Monitors the HR Assistant inbox and responds to emails in a timely manner in line with team service standards.

• Gather information and data to make recommendations for process improvements within the department, HR applications, and workflow issues.

• Provides administrative support and assist the HR Team with human resources-related projects and special events, including Workday implementation, restructuring, strategic planning discussions, and training sessions as needed.

• Troubleshoot inquiries regarding Time Off Balance in Workday as needed.

• Create and update the job manual and job descriptions annually.

• Acts as back-up for vacation, leave, or overflow coverage for the HR Assistant, Client Services.

• Perform other related duties as required.

Consequence of Error/Judgement

Incorrect data entry into databases would produce errors, which could result in jeopardizing the integrity of the system and have a serious impact on hiring new employees and reappointments, which could result in budget problems. Discrepancies with incorrect data entry could affect salary changes, appointment errors for faculty and staff not being paid. Duties require a high level of confidentiality.

Exercises judgment and initiative in handling matters of a non-routine nature requiring the interpretation of University and FoM guidelines, procedures and policies. May develop new methods and procedures to handle workload issues. Participates in making decisions regarding goals and policies of work unit.

Supervision Received

Reports to the HR Assistant Manager. Takes direction from the HR Manager, Dean’s Office; HR Manager, Client Services; and HR Director, Faculty of Medicine. Frequently liaises with directors and managers across the portfolio.

Supervision Given

None.

Minimum Qualifications

High School graduation, plus two year post secondary diploma, plus four years of related experience, or an 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.

Preferred Qualifications

• Diploma or certificate in human resources preferred. Completion or in the process of completing the Certified Human Resources Professional CHRP designation preferred

• Preferred experience in the area of human resources as well as experience with UBC systems, policies and procedures.

• Possesses the knowledge and practical skills required to keep HR issues confidential and personal data secure.

• Ability to be flexible and possess a “can-do” attitude.

• Ability to prioritize, organize and work under pressure in a fast paced, high-volume environment with critical deadlines.

• Ability to effectively use MS Office Outlook, Word, Excel at an intermediate level and experience preferred with PeopleSoft or other Human Resources Information System.

• Ability to maintain accuracy and attention to detail.

• Ability to exercise judgment, tact, discretion and diplomacy.

• Ability to efficiently and effectively coordinate tasks, effectively manage multiple tasks and priorities while meeting deadlines.

• Ability to research and compile information drawn from various sources, and make recommendations.

• Ability to anticipate problems and issues and plan ahead.

• Ability to create and accurately maintain record and filing systems.

• Ability to work independently and demonstrate initiative, while effectively working in a team environment.

• Ability to provide quality service to customers in a courteous, patient manner.

• Effective communication skills both verbally and in writing. Ability to compose correspondence, reports and other written materials using clear concise business English; Ability to accurately proofread for spelling, grammar, and punctuation.

• Ability to listen actively and attentively, and obtain clarification as required.

• Ability to prepare and complete job-related documents using relevant content and appropriate format e.g., forms, letters.

• Ability to interpret and apply collective agreements in a complex, unionized environment, and to understand and apply policies, procedures, and instructions.

• Works in a collaborative and inclusive manner, fostering equitable experiences and a respectful environment for all