Staff - Non Union

Job Category M&P - AAPS

Job Profile AAPS Salaried - Human Resources, Level A

Job Title Human Resources Coordinator

Department Administrative Management | Department of Orthopaedics | Faculty of Medicine

Compensation Range $4,688.67 - $6,754.00 CAD Monthly
The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date March 14, 2023

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

Job End Date Jul 12, 2024

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.

This is a maternity leave replacement.

Job Summary
The HR Coordinator is responsible for the day-to-day HR operations for the Department of Orthopaedics. The incumbent is responsible for full-cycle human resource activities for all staff and students and select faculty groups. This includes: recruitment, appointment, reappointment, termination, leaves, and promotion. Other responsibilities include ensuring consistency of practice across the department, interpreting agreements and handbooks, providing guidance for salary administration and performance evaluation, assisting and providing guidance to managers with writing job descriptions, and working on special projects.

The HR Coordinator will implement robust HR practices in a responsive, timely and service-oriented manner supporting faculty, managers, and staff across the Department.

Organizational Status
The Department of Orthopaedics has an international reputation for excellence in teaching, research and patient care. Our mandate is to create knowledge, advance learning, and improve musculoskeletal health at the community, provincial, national, and international levels. The Department consists of six clinical divisions and a division of orthopaedic research, and is comprised of 200+ academic and clinical faculty who choose to contribute large blocks of their time to increase knowledge in the areas of clinical Orthopaedics, musculoskeletal science as well as applied biomedical engineering. This focus allows the Department to be at the forefront of exciting new developments in the areas of minimally invasive joint replacement, improved bone healing, advanced techniques in spinal surgery, innovative arthroscopic techniques and improved biomaterials and implants.

This position reports to the Administrative Manager for the Department of Orthopaedics. The HR Coordinator will liaise regularly with members of the Faculty of Medicine Dean\'s Office, Human Resources, Faculty Relations, and Financial Services, and is expected to work within established policies and procedures outlined by the Faculty of Medicine and UBC.

Work Performed

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  Oversees and processes full-cycle HR tasks related to recruitments, appointments, reappointments, salary and costing allocation changes, promotions, transfers, leaves, layoffs, resignations, retirement, and severance for staff, students, and selected faculty and ensures that they adhere to Departmental norms and related employment agreements or handbooks.
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  Provides HR information and advice on University policies, procedures and practices, to managers, faculty, and staff and interprets agreements and handbooks governing conditions of employment for all employee groups, referring complex issues to the Administrative Manager.
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  Oversees the appointment, reappointment, promotion and termination processes for all Clinical and Clinical Emeriti Faculty.
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  Oversees the Clinical Faculty Appointment, Reappointment, and Promotion Committee (CARP) meetings.
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  Manages recruitments, appointments, reappointments, and terminations for Postdoctoral Fellows, Research Associates, Clinical Administrators, Affiliates and Adjunct Faculty.
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  Oversees the appointment, reappointment, and termination for Clinical Fellows and Associate Faculty.
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  Drafts and revises job descriptions consulting with UBC Compensation as required. Ensures job descriptions for all staff are routinely reviewed and updated.
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  Manages staff recruitment for the administrative office of the Department including advertising, reviewing resumes, developing interview questions and skills assessments, as applicable. Participates in interviews, conducts reference checks, and issues letters of regret.
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  Collaborates with faculty members on recruitment and hiring of staff and students including acting as an information resource, developing job descriptions, facilitating the interview process, and overseeing the hire process.
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  Ensures managers are aware of their responsibilities including providing appropriate orientation, performance reviews, salary increases, managing employee leaves, notice obligations, etc. and provides tools to assist.
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  Ensures sufficient funding to support appointments and verifies salary entitlement and benefits eligibility.
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  Manages process for staff merit and midpoint progression reviews including preparing appropriate communications templates and supporting Managers with the process.
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  Provides advice to Managers on salary administration for staff including hiring salary, probationary increases, mid-point progression, merit, and step increases.
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  Advises Managers on conducting employee performance reviews and in addressing performance concerns, attendance issues, disciplinary actions and grievances in consultation with HR Central Advisory Services and escalates complex cases to the Administrative Manager.
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  Develops and maintains orientation materials and manages all aspects of onboarding and offboarding for staff, students, and faculty.
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  Develops and implements HR policies, procedures, and establishment of practices in employee health and wellness, performance management, and coaching and mentoring.
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  Ensures the integrity, confidentiality and security of employee personnel records.
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  Maintains current knowledge of human resource related legislation, UBC and FoM policies, processes and procedures, and employee agreements and handbooks.
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  Coordinates and/or provides support to special projects and initiatives that enhance HR practices, as required.
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  Performs other duties as required.

Consequence of Error/Judgement
The HR Coordinator is responsible for a variety of functions where a high degree of accuracy, confidentiality, tact, and sound judgement is critical. Errors could result in a number of consequences including faculty and staff not being paid appropriately or in a timely fashion, financial loss, and inaccurate records from which decisions are made. These may significantly impact the reputation of the departments and could result in inappropriate policy, HR and financial decisions.

Supervision Received
The incumbent works independently under the broad direction of the Administrative Manager. The HR Coordinator will exercise considerable judgement and initiative and responsibility in identifying matters that require consultation before taking action.

Supervision Given
None.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two to three years of related experience, or the equivalent combination of education and experience.

Preferred Qualifications

Education: Undergraduate degree in Business Administration, Human Resources or a relevant discipline preferred. Designation or working towards Certified Human Resources Professional (CPHR) is preferred.

Experience: Professional experience and/or training in human resources is preferred. Experience in working at UBC or in a university setting is an asset. Computer experience and competency with Microsoft Office suite (specifically Word, Excel, Outlook) is required. Demonstrated commitment to ongoing professional development is required.

Knowledge, Skills, & Abilities:

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  Strong ability to communicate effectively verbally and in writing.
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  Ability to be thorough, accurate, and have a high level of attention to detail.
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  Ability to work independently and demonstrate a high level of initiative and self-directedness.
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  Ability to take initiative in decision-making and in resolving problems not clearly covered by guidelines, as well as escalating complex decisions.
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  Ability to analyze problems, investigate key information and issues and effectively resolve.
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  Ability to prioritize and to work effectively under pressure to meet deadlines.
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  Ability to anticipate problems and issues and plan ahead.