Job Description

Staff - Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried - HR Admin Clerk 4 (Gr7)

Job Title HR Assistant

Department Floater HR | Faculty Affairs | Faculty of Medicine

Compensation Range $4,460.00 - $4,686.00 CAD Monthly

Posting End Date October 3, 2023

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

Job End Date Jul 31, 2024

This position is a 3-month leave coverage term.

This position is located within a health-care facility. Therefore, this position requires successful verification of full vaccination against Covid-19 provided prior to the start date, as required by the provincial health mandate.

Summary

The Faculty of Medicine, Dean\xe2\x80\x99s Office is looking for an HR Assistant to join our team!

This position will be responsible for coordinating all human resources processing for its portfolio within the Client Services team in the Dean\xe2\x80\x99s Office, Faculty of Medicine (FoM). The HR Assistant\xe2\x80\x99s portfolio will primarily focus on the Office of the Vice Dean, Education (VDE) but will support other units under the Client Services umbrella. Responsibilities include timely and accurate processing of staff and faculty appointments/re-appointments; processing staff and faculty payments; interpreting and accurately communicating policies and procedures; assisting in the development and implementation of new policies and procedures; data entry into Workday; and assistance with hiring processes as required.

The VDE Office oversees the educational programs across the province, ensuring accreditation standards are met and that the Faculty\xe2\x80\x99s programs \xe2\x80\x93 across the health disciplines and across the continuum of learning \xe2\x80\x93 are effectively integrated.

The Client Services team provides expert-level HR support to units across the Faculty of Medicine.

This position is eligible for a hybrid work arrangement.

Organizational Status
Our Vision: To Transform Health for Everyone.

Ranked among the world\xe2\x80\x99s 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\xe2\x80\x94comprised 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\xe2\x80\x94is 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.

The UBC Vancouver Campus is located on the traditional, ancestral, and unceded territory of the x\xca\xb7m\xc9\x99\xce\xb8k\xca\xb7\xc9\x99y\xcc\x93\xc9\x99m (Musqueam) people. The City of Vancouver is located on Musqueam, Squamish, and Tsleil-Waututh First Nations territory.

Work Performed

Faculty and Staff Appointments and Reappointments:

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

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 off boarding employees.

Communicates with the Integrated Service Centre (ISC), Payroll, HR, Digital Solutions, and the Dean\xe2\x80\x99s Office to investigate and solve payroll and appointment enquiries.

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

Classification, Advertising, and Recruitment:

Drafts, posts, and tracks faculty advertisements, ensuring adherence to University policies, employment standards, LMIA requirements, and collective bargaining agreements.

Submits staff job descriptions for classification and liaises with managers on resolving issues.

Coordinates staff applicants and new staff appointments processes using Workday.

Assists the HR team with staff recruitment. May arrange interviews, in-basket testing for candidates, and liaise with Hiring Solutions. Develops in-basket testing and interview questions as appropriate. May participate in interviews and complete reference checks.

Teaching Tracking and Payment Support:

Supports the Teaching Tracking and Payment (TTP) system by performing capture support tasks in collaboration with the TTP Business Support Analyst. Liaises with FoM departmental administrators to update and maintain the FoM clinical faculty database that is critical to this system\xe2\x80\x99s successful operation.

Performs regular data quality checks to ensure data reliability and accuracy.

Coordinates capture support team meetings and manages minutes and action logs.

Supports TTP initiatives and projects as needed.

Organizational Development:

Assists with the planning of various annual events hosted by FoM Dean\xe2\x80\x99s 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\xe2\x80\x99s Strategic Plan. Coordinates and supports on-site and online event logistics and attends functions; troubleshoots problems and implements corrective measures.

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 Assistant Manager or HR Manager.

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 Assistant Manager on human resources related projects and special events, including Workday, restructuring, strategic planning discussions, and training sessions.

Maintains up-to-date knowledge of current human resources policies, guidelines, and procedures (faculty and staff). Educates new staff and faculty leadership about policies and procedures.

Troubleshoots any inquiries regarding Time Off Balance in Workday as required

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 Human Resources Manager, Client Services. Takes direction from the Assistant HR Manager, VDE Office; Assistant Manager, Organizational Development; HR Manager, Dean\xe2\x80\x99s Office; and HR Director, Faculty of Medicine. Frequently liaises with managers, senior admins, and Heads 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\xe2\x80\x99s own

- Demonstrates a commitment to enhancing one\xe2\x80\x99s 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 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 Workday. 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.

University of British Columbia