Human Resources Assistant

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 5 (Gr8)Job TitleHuman Resources AssistantDepartmentDepartment Administrative Support | Department of Psychiatry | Faculty of MedicineCompensation Range$4, $5,102.00 CAD MonthlyPosting End DateAugust 16, 2024

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

Job End Date

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 Department of Psychiatry is one of the larger departments in the Faculty of Medicine (FoM), with over 1000 department members including full time and clinical faculty, academic visitors, fellows, student employees and staff in varying job families and classifications, in addition to volunteers and others working in clinical and research environments. The Department's medical education programs are some of the most widely distributed within the Faculty of Medicine, with faculty appointees and trainees located within all six (6) Health Authorities. Funding within the Department, supporting positions and activities is a mix of operating funds, clinical alternative payment program funds, significant research grant and donation funding, endowments, education program funding as well as external partnership funding.

The Human Resources (HR) Assistant is responsible for coordinating all human resources functions and provides comprehensive support to the Department Human Resources team including but not limited to: coordinating and processing the full-cycle of human resource processes, maintaining all department human resources records and procedures, generating and preparing HR reports (regular and ad hoc), analysing HR reports and data. This position is expected to provide coverage to the Department Finance and Administrative Assistant and as directed by Director, Administration, to provide support for finance admin duties as required based on operation needs.

This position acts as the first point of contact and resource to Department members on HR matters, and is expected to maintains current knowledge of human resources polices and procedures within the department, faculty and University; liaises with staff, students, faculty, health authority personnel, relevant individuals in the Faculty of Medicine or in other academic units at UBC, and external vendors/clients to obtain, clarify and disclose information on sensitive and confidential matters.

Organizational Status

This position receives work direction and day-to-day supervision from the Assistant HR Manager. May receive work direction from the Director, Administration.

This position works closely with the Finance & Administrative Assistant and is expected to provide coverage during busy periods and/or leaves.

Work Performed

• Responsible for the full-cycle of appointment, re-appointment, transfer, costing allocation change, and termination process within the Department; responsible for gathering all necessary documentation and information; follows up with employees and supervisors as needed; ensures all human resources and/or payroll -related documentations are complete and accurate before initiating, processing and submitting in the UBC systems (Workday)
• Responsible for the department hourly payroll timekeeping process, including issuing reminders to department members, submitting missing hours as needed, liaising with employees, Payroll Representatives and IT support staff to troubleshoot problems, checking for irregularities on time tracking submissions including overtime, missed breaks; and follows up with employees and/or PIs as needed.
• Act as the first point of contact and resources to Department members on HR related inquiries and is expected to maintains current knowledge of human resources polices, processes and procedures within the department, faculty and University
• Maintains a proactive, accurate and detailed Bring Forward tracking system to obtain timely responses to various action items that ensure deadlines are met and appropriate follow up action is taken.
• Enters, updates and submits job descriptions in Workday for classification.
• Assists with recruitment process, including creating job postings on the UBC Careers website, external websites (e.g. WorkBC).
• Runs regular reports to identify upcoming employee termination dates and consults with PIs for reappointment, monitors work and study permit end dates and liaise with employees for updated permits, tracks and monitors employee Notice Obligations and notifies the Assistant HR Manager of employees who require formal notice.
• Works with Assistant HR Manager in resolving issues related to appointment transactions; connect with Faculty Dean's Office HR team, UBC Payroll and Benefits team as required to resolve issues.
• Responsible for the Criminal Record Check process, liaises with the Criminal Records Review Program, maintains a tracking system for renewals, ensures timely completion of online eCRC process, coordinates the completion and submission of paper forms where necessary, and records results and files accordingly
• Coordinates the Volunteer application process; maintains volunteer application packages in accordance to UBC policies and procedures and Department protocol, and liaises with partner institutions as needed.
• Responsible for the Clinical/Sponsored Fellow & Trainees application process, including circulation of application for approval by relevant Health Authority and Postgraduate Medical Education officials, preparation of offer letter and application package for medical licensure, and coordination of immigration Offer of Employment where applicable.
• Works with Assistant HR manager in maintaining and updating department HR procedures; prepares complex reports and analysis.
• Ensures all UBC Mandatory Training Courses are completed in Workday and follows up with employees accordingly.
• Responsible for creating and closing personnel files; maintains and files human resources records, documents and reports (paper and electronic); assists in archiving of disposal of personnel files.
• Act as back up to and provides coverage for the Department Finance Admin Assistant; as directed by Director, Administration, provide support for finance admin duties as required based on operation needs.
• Assists Assistant HR Manager with Departmental committee meetings (such as notifying attendees, booking rooms, setting up conference call equipment, preparing agenda, and etc.).
• Performs other related duties, as needed.

Consequence of Error/Judgement

Work is performed under broadly established general procedures, and requires initiative and good judgment to plan and complete recurring tasks independently. The position requires multitasking, planning and prioritization of duties. The position is required to use diplomacy, sound judgement and a high level of observance to issues and data that requires a high level of confidentiality. The duties for this position are extremely time sensitive and require appropriate planning, monitoring and follow up to meet deadlines. Organization of work to accomplish goals and meet deadlines is expected. If deadlines are not met and documents are not prepared in an accurate and timely manner, it could create hardship for the employee, embarrassment for the Department and have a negative impact on Department resources. This position must incorporate knowledge of the University, Faculty and Department policies and procedures. New, unusual, or complex problems are referred to the Assistant HR Manager.

Supervision Received
Supervised by and report directly to the Assistant HR Manager. Receives work direction from Assistant HR Manager and may also receive direction and/or work assigned by Director, Administration. Works independently under administrative direction consistent with Departmental goals, objectives, policies, and procedures. Keeps supervisor apprised of the status of various tasks and consults with supervisor with reference to new or complex problems. Meets as needed with supervisors.

Supervision Given
None. May allocate work to & train Work-Study students and temporary staff as needed, and/or provide orientation to new staff and train new staff on HR work procedures

Minimum Qualifications
High School graduation, plus a two year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience. Experience in office procedures and practices.

- 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

• Experience with UBC finance and HR practices and appointment processes is preferred. Familiarity with Workday is preferred.
• Knowledge of university and faculty of medicine guidelines, policies and procedures is preferred. Exceptional oral and written communication.
• Excellent interpersonal skills, customer service skills and professionalism.
• Ability to be thorough, accurate and exercise high level of attention to detail.
• Ability to effectively use Microsoft Applications Word, Excel, Access at an intermediate level.
• Ability to plan work independently, complete work assignments and meet requirements without ongoing direction.
• Ability to balance multiple tasks and meet deadlines.
• Ability to exercise tact, discretion, confidentiality and sound judgement.
• Ability to work effectively independently and in a team environment.
• Ability to work effectively under pressure.
• Ability to deal with people in a courteous, calm and effective manner.
• Ability to provide respectful, tactful and effective services to Department members and clients.
• Ability to research transaction details through financial and HR systems and paperwork.
• Ability to analyze problems, identify key information and issues, and effectively resolve them.
• Ability to handle a high volume of work exercising strong organizational and time management skills.
• Ability to type 55 w.p.m. and to operate normal range of office equipment.

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