Job Description

Staff - Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried - HR Admin Clerk 3 (Gr7)

Job Title HR Assistant

Department Floater HR | Faculty Affairs | Faculty of Medicine

Compensation Range $4,009.00 - $4,214.00 CAD Monthly

Posting End Date October 16, 2022

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

Job End Date

This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

Job Summary
The HR Assistant is part of the HR Floater Team in the Dean's Office and is responsible for coordinating all human resources clerical tasks across a portfolio of Faculty of Medicine (FoM) departments, schools, and centres based on needs and strategic projects. Responsibilities include timely and accurate processing of staff, student, and faculty appointments/re-appointments; processing staff, student, and faculty payments; interpreting and accurately communicating policies and procedures; assisting in the development and implementation of new policies and procedures; data entry into UBC HR applications; and assistance with hiring processes as required.

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, three schools, and 23 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 staff applicants and new staff appointments processes using Workday.
• Coordinates student appointments, re-appointments, terminations using Workday.
• Responsible for maintaining data input into Workday, including demographics, salary information, and job description library. Works to maintain data integrity.
• Will act as the contact person for any required changes or information updates within the Teaching Tracking Payment System (TTPS) and responsible for ensuring the coordination of payments falls within the policies and procedures as outlined by the Office of Clinical Faculty Affairs.
• Maintains a bring-forward system for reappointments, promotions, working notices, probation, and salary increases.
• Collects all new hire and departing employee documentation, including employment information and resignation letters. Assists supervisors in onboarding and offboarding employees.
• Communicates with Payroll, HR, MedIT, and the Dean's Office to investigate and solve payroll and appointment enquiries.
• Assists with the planning, developing, organizing and implementing of human resources activities related to faculty appointments.

Faculty and Staff Appointments, Reappointments, and Promotions:

• Submits staff and student hourly time-tracking when needed.
• Coordinates, gathers, and summarizes appropriate documentation for faculty who are reviewed by the Academic Appointment, Reappointment, Promotion, Tenure (AARPT) Committee. Follows up on changes or information requested by the Committee and ensures appointments and promotions are approved and processed in a timely manner.
• Compiles and co-ordinates all supporting documentation for appointment, re-appointment, promotion and tenure reviews for Clinical Faculty, Honorary, Adjunct, Associate Members, and Emeritus appointments. This includes communicating information about clinical promotions and collecting expressions of interest.
• Follows up on Clinical Faculty, unpaid Honorary, Emeritus, Adjunct and Associate Member appointments sent to the Dean s Office. Updates spreadsheets and databases when appointments fully approved.
• Maintains appropriate tracking lists and systems to monitor the status of the various faculty appointments, both individually and by rank. Ensures all appointment documentation on Postdoctoral Fellows, Research Associates, Postgraduate (Clinical) Trainee/Fellows and Visiting Scientists is complete and follows up on discrepancies. Checks financial information with the appropriate Finance team before processing new appointments or reappointments.

Classification, Advertising, and Recruitment:

• Drafts, posts, and tracks faculty advertisements.
• Submits staff job descriptions for classification.
• Assists the HR Coordinator with staff recruitment. May arrange interviews, in-basket and UBC Hiring Solutions testing for candidates. Develops in-basket testing and interview questions as appropriate. May participate in interviews and complete reference checks.

Policy:

• Provides information and general advice, including interpretations of collective agreements and handbooks regarding salary increases, hiring processes, attendance, vacation and sick leave benefits, escalating complex questions to the HR Coordinator.

Files:

• Responsible for file 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:

• Gathers information and data to make recommendations on process improvements for department, HR applications, and workflow issues.
• Assists the HR Coordinator on human resources projects and special events, including Workday, restructuring, strategic planning discussions, and training sessions. Maintains up-to-date knowledge of current human resources policies and procedures (faculty, staff, and student). Educates new staff and faculty leadership about policies and procedures. Creates and updates the job manual and job description annually.

Performs 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 Coordinator. Takes direction from HR Director. Frequently liaises with managers, senior admins, and Heads across the portfolio.

Supervision Given
None.

Minimum Qualifications
High School graduation, plus one year of post secondary education, plus three years of related experience, or an equivalent combination of education and experience.

Preferred Qualifications

Diploma or certificate in human resources preferred. Completion or in the process of completing the Certified Human Resources Professional (CHRP) designation.4 years relevant experience or the equivalent combination of education and experience. Preferred experience in the area of human resources as well as experience with UBC systems, policies and procedures. Highly effective interpersonal and organizational skills. Ability to use the normal range of office equipment. Flexibility and can-do attitude. Ability to 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 efficiently and effectively coordinate tasks. Ability to research and compile information drawn from various sources. Ability to anticipate problems and issues and plan ahead. Ability to create and accurately maintain record and filing systems. Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals. Ability to exercise judgment, tact, discretion and diplomacy. Ability to work independently and demonstrate initiative. Ability to provide quality service to customers in a courteous, patient manner. Ability to effectively manage multiple tasks and priorities. Ability to compose correspondence, reports and other written materials using clear concise business English. Possesses the knowledge and practical skills required to keep HR issues confidential and personal data secure. Ability to accurately proofread for spelling, grammar, and punctuation. Ability to communicate effectively verbally and in writing. 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 prioritize and work effectively under pressure to meet deadlines. Ability to interpret and apply collective agreements in a complex, unionized environment. Ability to understand and apply policies, procedures, and instructions. Ability to analyze and interpret data, determine implications, and provide recommendations Ability to work in a team environment.