HR Coordinator

Staff - Non Union

Job CategoryM&P - AAPSJob ProfileAAPS Salaried - Human Resources, Level AJob TitleHR CoordinatorDepartmentHuman Resources Support | Department of Medicine | Faculty of MedicineCompensation Range$5, $7,485.33 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 DateJune 16, 2024

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

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.

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 Summary
The HR Coordinator provides advice and interpretation of UBC human resource policies, processes, recommended practices, collective agreements, and employment standards requirements related to the employment of non-tenured faculty, staff and students. Working closely with the HR Manager, this position will support, develop, implement and maintain HR best practices, strategic objectives, and HR efficiencies. This position will also be responsible for maintaining and securing accurate employee data as well as training staff on and troubleshooting HR systems.

Organizational Status

The position will report to the HR Manager. This position will regularly interact with faculty, staff, trainees, students, and visitors at all levels within the Department of Medicine, its eighteen divisions, and programs. This position will also regularly liaise with units external to the Department such as Central Human Resources, Financial Services, and the Faculty of Medicine. The Department of Medicine's Administration Office is located in the Diamond Health Care Centre (DHCC) at the VGH Hospital site. This position may be required to travel to other sites (UBC Point Grey, St. Paul s Hospital, etc.) as well as work flexible hours (early morning and evenings) and flexibility to move onsite work days as needed.

Work Performed

• Contributes to setting and implementing the strategic HR plans, goals and objectives for the Department of Medicine in collaboration with the HR Manager.
• In collaboration with the HR Manager, assess Departmental practices, recommends improvements, and implements HR policies, practices, and procedures
• Reviews, authorizes and oversees the processing of staff and student appointments, extension, transfers, salary increases, etc
• Provides advice and assistance to managers in recruitment matters: reviews relevant recruitment provisions and processes (per employment group) ensuring processes are objective and inclusive; confirms core competencies; assists in the development of interview materials; participates in interviews; evaluates candidates against identified core competencies; makes selection recommendations; advises recruiting managers on reference checks and letters of regret, as well as job offers of employment, verifying internal equity and candidate qualifications. Advises and coaches on posting and payroll deadlines, Hiring Solutions' requirements and the recall/internal/external recruitment processes. Ensures accurate preparation of all documents related to employment offers and payroll. Advises managers on salary administration for staff and students.
• Reviews and recommends non-tenured faculty appointments to the Department Head. Responsible for leading the life cycle of faculty administrative positions including writing the job description, making recommendations for the selection committee, advising the selection committee, participating in interviews, making recommendations on hiring, finalizing offer letters, confirming funding, coordinating reappointments and terminations.
• Oversees access, training and effective and appropriate use of UBC HR electronic systems . Manages tickets for technical support, investigating and escalating complex issues that may arise. Develops training materials and leads training sessions.
• Oversees electronic and hard copy HR records. Ensures records are stored and disposed of per UBC policies.
• Provides information and general advice to department members regarding UBC policies, procedures and practices, and the interpretation of collective agreements, other agreements and handbooks governing conditions of employment. Advises on issues such as performance and leave management. Refers matters complex matters to the HR Manager.
• Responsible for ensuring supervisors are aware of their responsibilities, including providing appropriate orientation, performance reviews, salary progression increases, managing employee leaves and notice obligations, etc. and providing tools to assist them.
• Oversees and writes HR content on the Department's website and ensures content is keep up to date.
• Participates as a member in the activities of School Committees as required.
• Performs other duties as required.

Consequence of Error/Judgement
Failure to perform duties effectively would cause significant loss of credibility and support from managers and senior leadership. Errors in judgement in advice could result in high costs to the Department of Medicine, negatively affecting budgets including incurring non-eligible and/or non-budgeted expenses against grant funding. The credibility and reputation of the Department would also be negatively impacted.

Supervision Received
Reports to the HR Manager. Works independently and is expected to exercise discretionary judgement and tact.

Supervision Given
Provides work direction and performance feedback on the three HR Assistants.

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.

- 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

• Effective oral and written presentation and communication skills.
• Ability to identify and resolve complex problems with innovative solutions.
• Demonstrated ability in time management, meeting deadlines and resolving unexpected and/or ambiguous situations or issues.
• Ability to communicate and interact with understanding and respect across diverse cultures.
• Experience working in a unionized environment a strong asset.
• Experience working with Human Resources systems Workday, recruitment systems etc., Microsoft Word, Excel, PowerPoint, Email-Outlook and Access databases.
• Thorough knowledge of current Human HR practices.
• Knowledge of provincial and federal legislation governing HR policies and practices.
• Thorough knowledge of UBC's business procedures and practices preferred.
• Ability to build and maintain excellent working relationships with internal and external groups on matters requiring cooperation and of mutual interest.
• Ability to exercise tact and judgment.
• Ability to make thoughtful, informed and thorough decisions.
• Ability to maintain accuracy and attention to detail.
• Willingness and ability to investigate and resolve conflicts in a professional manner.
• Ability to take initiative in decision-making and in resolving problems not clearly covered by guidelines.
• Ability to devise new methods of procedures to meet changing conditions.
• Ability to analyze problems, investigate key information and issues and effectively resolve.
• Ability to be creative and proactive, to prioritize, meet deadlines and work effectively under pressure to meet deadlines.
• Ability to understand and apply policies, procedures and instructions.
• Ability to interpret and apply collective agreements in a complex, unionized environment.
• Customer focused approach with the ability to work as part of a team and individually. Ability to work flexible hours and flexible onsite days including travel to other hospital sites as needed.

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world.

Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together?

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at .

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