Job Description

Staff - Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried - HR Admin Clerk 3 (Gr5)

Job Title HR Clerk

Department Administrative Support

Compensation Range $4,188.00 - $4,400.00 CAD Monthly

Posting End Date July 17, 2023

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.

Summary

Organizational Status

Reports directly to the Administrator. Receives direction from the Office Supervisor. Liaises with other school staff, faculty and students; members of various UBC central departments and external organizational contracts as necessary.

Work Performed

Welcomes and greets visitors, takes messages and has general knowledge of nursing programs in order to respond to e-mail, telephone and in-person enquiries, responding or redirecting as appropriate.

-Coordinates recruitment and termination of staff and students for the School by performing duties from job description to job postings; serves on interview committee; hiring, onboarding, discipline to termination.

-Coordination of full cycle recruitment activities for all staff and students within the Department includes assisting with development of job descriptions and liaising with central Human Resources for information and clarification; prepares advertisements, generate job offer letter and immigration documents.

-Maintains Position Management for School of Nursing positions, ensuring budgetary information is correct; ensures appointments are accurate and compliant with UBC policies.

- Assists with planning, developing, organizing and implementing human resources activities within the department, such as evaluating hiring needs, job analysis, and posting and advertising jobs through the UBC e-recruit system.

- Arranges interviews, in-basket and Hiring Solutions testing for candidates. Develops in-basket testing and interview questions as appropriate.

- Subject matter expert for workday HR systems, appointment, reappointments, recruiting, position management and honorariums.

- Provides faculty and staff with information of a complex nature, such as faculty/staff salary information and advice or assistance with interpretation of collective agreements.

- Works in close coordination with HR & Finance Manager in overseeing leave management records for staff and students, monitors for any issues of concern; adjusting entitlements with step increases or changes in status. Develops and maintains an efficient and accurate physical and electronic filing system for all HR transactions and personnel.

-Maintains spreadsheets for attendance, overtime, leaves, vacation, and statutory holiday pay;

- Advises on and ensures follow-through with the Performance Review process, sets deadlines, supports managers in the process; tracks annual review schedules for all staff, ensuring managers conduct them at appropriate time, ensuring timely midpoint progression increases or merit consideration; collection of review documents and completion of worksheets to Faculty of Applied Science.

-Organizes and coordinates the administrative support of WCB and return to work;

- Investigates and provides advice to resolve staff payroll problems such as retroactive pay, late payments, etc., in response to queries from student, supervisors, centers and program administrators. Forwards complex issues to HR & Finance Manager.

-Prepares human resource and payroll paperwork, such as timesheets, transfer and severance forms, payroll logs and ledgers, and salary/merit increases; follows up on discrepancies;

-Handles timesheet production twice per month (expected to be primarily for employees within the research project grants), including soliciting hours for pay, completing reports, obtaining approvals, timely delivery to finance/payroll, reconciliation, and filing.

-Compiles statistics and prepares reports on topics such as academic space inventory, staff demographics, and new appointments;

- Updates and Maintains documentation processes and procedures concerning applications, appointments, onboarding, probation, leaves, performance evaluation, promotions, salary increases and terminations.

- Identify, design, and assist HR & Finance Manager in implementing new HR initiatives to facilitate department requirements Prepares and analyzes reports, including complex reporting from multiple sources, on a monthly basis and completes statistical information.

- Works with the HR & Finance Manager in tracking staff anniversary dates for salary increases and notice entitlements; notifies supervisors of salary increase eligibility and notice obligations for CUPE, NUT and M&P employee groups, including relevant details and takes appropriate action Identifies and records coding for offer letters for M&P and Technical staff for up to three (3) years of their start date.

-Prepare JVs for payroll transfers

- Develops and maintains an efficient and accurate physical and electronic filing system for all HR transactions and personnel. Maintains/archives recruitment files, applications, and departmental postings.

- Works proactively with UBC payroll for appointment endings to ensure accuracy of salaried payments involving vacation payouts and to prevent overpayments and the need for repayment

- Maintains current knowledge of UBC and Faculty of Applied Science Human Resources policies and practices. Provides information and general advice, including interpretation of collective agreements and handbooks regarding salary increases, hiring processes escalating complex questions to UBC HR.

-Performs other tasks as required of the position.

Consequence of Error/Judgement

Work requires fair amount of judgement, initiative, accuracy in dealing with administrative details, referencing departmental and University policies and procedures. Impact of error is considerable as incumbent would be dealing with sensitive, confidential information. Errors would jeopardize processes which can result in financial loss and cause embarrassment and negatively impact on the image of the Administration Office and the School as a whole

Supervision Received

Receives detailed instructions during orientation and on subsequent new assignments or changes in procedure; Work is performed independently under minimal supervision. Incumbent identifies and resolves problems relating to areas of responsibility and bring matters to the attention of the HR & Finance Manager as appropriate.

Supervision Given

No supervision given.

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
Effectively uses MS Excel, Word & Outlook at an intermediate to senior level.Provides quality service to customers is a courteous, patient manner.Works effectively independently and in a team environment.Works independently under minimal supervision.
Work is performed in accordance with broadly established procedures and practices requiring initiative to plan and complete recurring assignments independently, and judgment to determine which of many methods are applicable in any given situation.
There are a variety of job tasks requiring ongoing prioritization.
Accurately processes within required timelines.
Compose correspondence, reports, presentations, and other written materials using clear concise business English.
Effectively and effectively coordinates tasks.
Prepare and complete job-related documents using relevant content and appropriate format (e.g. forms, letters).Responsibilities and work situations are broader in scope, with limited opportunity for standardized solutions.
Job duties cover work of a minor interpretive and/or technical and/or analytical nature.
Compiles, manipulates, and performs calculations on data.
Compiles, interprets, and evaluates information to occasionally resolve moderately complex problems.
Ideas developed result in minor changes to existing procedures, practices, standards, specifications, services, or projects.Considerable interpersonal skills are required.
Builds rapport and defuses tense situations with people who may be difficult or
challenging.
Actively listens, and probes for information to clarify requests.
Uses tact and discretion when discussing problems and eliciting sensitive or confidential information.
Provides interpretation of a routine to moderately complex nature.Pays attention to detail.Ability to communicate effectively verbally and in writing.

University of British Columbia