HR Admin Clerk

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - HR Admin Clerk 4 (Gr7)Job TitleHR Admin ClerkDepartmentAdministration & Academic Operations | School of Architecture and Landscape Architecture | Faculty of Applied ScienceCompensation Range$4, $4,827.00 CAD MonthlyPosting End DateAugust 19, 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.

BUSINESS TITLE: Human Resources Admin Clerk

EMPLOYMENT GROUP: CUPE 2950 HR Admin Clerk 4 (Gr 7)

JOB SUMMARY

The Human Resources (HR) Admin Clerk, under the direction of the Associate Director, Administration and Academic Operations (ADAAO), is responsible for coordinating all HR activities for staff, faculty, research staff, and student employees. Within the school, the HR Admin Clerk works closely with faculty and staff, particularly other members of the administration services, to provide HR support for a broad range of faculty, staff and student employment and appointment matters.

The HR Admin Clerk helps to ensure that the department's HR activities are in line with UBC policies, procedures and best practices under the direction of the ADAAO. The incumbent will not only liaise with internal SALA departments, but liaises with other units, such as Applied Science HR and Faculty Relations, UBC HR and Payroll services, Financial Services, Undergraduate Office, and the Faculty of Graduate and Postdoctoral Studies as needed.

Overall Human Resource responsibilities:

• Maintains current knowledge of UBC and Faculty of Applied Science Human Resources policies and practices. Provides general information, including limited interpretation on non-complex & straight forward areas of the collective agreements and handbooks regarding salary increases, hiring processes, escalating complex items to the ADAAO or the Dean's Office HR Manager.
• Subject matter expert for Workday HR systems and forms, acts as resource with regards to Workday and manual forms.
• Assists in recruitment processes by performing duties such as draft job descriptions under direct supervision, preliminary candidate reviews as needed, may serve as admin resource on interview committees.
• Maintains positions on Workday for all SALA positions, ensuring budgetary information is correct; ensures appointments are accurate and compliant with UBC policies. Escalating complex questions to ADAAO or UBC Central HR.
• Updates and maintains documentation processes and procedures concerning applications, appointments, onboarding, probation, leaves, performance evaluation, promotions, salary increases and terminations.
• Involved in recruitment and termination of all Department and research funded staff and student staff (hiring, onboarding, off-boarding).
• Responsible for dissemination of new employee information and communication for upcoming Orientation Sessions for new employees. Conducts onboarding for new hires. Complete the checklist for the new hires, arrange a tour of the department and help with the set-up of system, key/card and office space (as applicable) accesses.
• Maintain and improve existing systems for all HR transactions and personnel. Maintains/archives recruitment files, applications and departmental postings.
• Investigates and provides advice to resolve staff and student staff payroll problems such as retroactive pay, late payments, etc., in response to queries from students, supervisors, SALA finance. Forwards complex issues to ADAAO or UBC Central HR.
• Responsible for maintenance of Workday appointment expiration reports, ensures all staff and student staff appointments are extended without a break in pay.
• Maintain and implement, give feedback and assist on designing new HR initiatives to facilitate department requirements. Assists with planning, developing, organizing, and implementing human resource activities within the department.
• Plans and coordinates orientations and training for any new UBC initiatives affecting staff, students and faculty; develops procedures and training on the use of HR functions in Workday.
• Ensures all faculty, staff and student employees have completed appropriate UBC mandatory training courses as well as any other specific courses required.

Staff HR responsibilities:

• Assists ADAAO with staff recruitment, performance review process, disciplinary activity management, and staff hires and onboarding.
• Assists ADAAO with the Performance Review process; tracks annual review schedules for all staff, ensuring managers conduct them at appropriate time, ensuring timely midpoint progression increases or merit consideration.
• Tracks milestone events (probationary periods, term end dates, and notice periods) and initiates actions as appropriate on behalf of the supervisor.
• Tracking/maintenance of school level absence and vacation policies, absence records.

Faculty HR responsibilities:

• Assists ADAAO with Faculty hiring process: place recruitment advertisements, handle confidential sensitive information from applicants and referees, compile and organize applicant dossiers, initiate invitations, plan itineraries, coordinate applicant visits, plan/coordinate travel and accommodation, distribute dossiers to search committee and assist in preparing documentation for HRSDC approval of foreign appointees, assists with documentation for Labour Market Impact Assessment for foreign hires as required.
• Assists the ADAAO with the administrative process for hiring processes of sessional and adjunct Instructors, and faculty leaves in compliance with relevant policies and procedures.
• Supports the Associate Director with the School's appointment, reappointment, promotion and tenure (ARPT) process. Monitors tenure clock for each faculty member. Maintains schedule and provides ARPT timelines to the Head and committees as they approach. Solicits and collects relevant documents, arranges meetings prepares correspondence, and helps organize dossiers for submission to the Department ARPT Committee (full and sub committees), Dean and the Senior Appointments Committee (SAC).
• Maintains a schedule of faculty sabbaticals and leaves; process leave applications; solicit and file study leave report upon each individual's return.
• Maintains complete and confidential personnel files for all regular faculty members, post-docs and visiting faculty members.

Student employee HR responsibilities:

• Administers SALA student hiring policies, procedures, and work flow, develops procedures to ensure student hires comply with UBC, union and/or granting agency requirements in conjunction with the ADAAO and Finance Manager.
• Consults with the Director / ADAAO on student employee course support needs and administers the recruitment, selection and hiring process.
• Responsible for the School's Teaching Assistant hiring process with limited oversight from the ADAAO; develops and implements new processes or tools to improve the efficiency of CUPE 2278 HR processes for the department; contributes to faculty-level discussions and initiatives within Applied Science that relate to TA hiring and management.
• Provides information to instructors on school policies, procedures and requirements and the University's hiring student worker requirements.
• Assists with Work Lean applications and completes through the hiring process.
• Administers onboarding activities for student employees and training programs.
• Coordinates the semi-monthly payroll timesheet process for hourly paid student employees, performing calculations and entering stat pay, generating vacation payout requests if applicable; checks for any irregularities on timesheets including overtime hours or lack of supervisor approval; follows up with employee and/or supervisor, as necessary.
• Ensures onboarding and off-boarding handbooks for student employees is correct and up to date.
• Assists student employees with problems regarding expiring permits and liaise with UBC Immigration specialists on complex cases.
• Works closely with the ADAAO on requests for changes in TA hour allocations.
• Organizes and coordinates department TA training sessions with the TA Coordinator. Tracks TA best practices training and lab safety orientation participation, and ensures all training requirements are met.
• Collects TA evaluations from instructors and generate SEI reports and maintains archive for departmental records.
• Work closely with the Communications Specialist to ensure up to date information is reflected on the Department website and intranet.

Other responsibilities

• Acts as backup to front counter (cover breaks, lunch, vacation and sick time).
• Provides former employees with employment verification letter when requested. Ensure all the information written is accurate and factual.
• Monitors the HR content on the SALA website and resources blog and works with the Communications Specialist to update as needed.

CONSEQUENCE OF ERROR

The HR Admin Clerk is expected to exercise sound, independent decision-making while providing administrative HR support. The incumbent must be effective at prioritizing a range of duties, including many that are time sensitive. Errors in judgment, misinterpretation of UBC policies or collective agreements, missed deadlines or ineffective communication could negatively impact faculty, staff and students, as well as harm the department's reputation within the broader academic community.

Some of the work performed in this role involves handling confidential personal information. The university is regulated by the Freedom of Information and Protection of Privacy Act (FIPPA), which requires staff and faculty to protect personal information from unauthorized collection, use or disclosure. Failure to comply with FIPPA increases the risk of a privacy breach, which could have negative consequences for the affected individuals and the department.

SUPERVISION RECEIVED

The HR Admin Clerk reports to the Associate Director, Administration and Academic Operations. As the primary point of contact for HR matters within the academic unit, the incumbent must be able to identify urgent matters of high importance and independently redirect or resolve inquiries and issues as appropriate.

SUPERVISION GIVEN

None

Qualifications
Undergraduate degree in a relevant discipline. Minimum of two to three years of related experience or the equivalent combination of education and experience. Experience working with UBC's human resources and administrative systems is preferred. Experience with UBC HR policies and procedures would be an asset. Ability to exercise sound judgment. Ability to exercise tact, and discretion. Ability to communicate effectively verbally and in writing. Ability to analyze and interpret data, determine implications, and provide recommendations. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to effectively manage multiple tasks and priorities. Effective interpersonal, customer service, and organizational skills. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to effectively use word processing, spreadsheet, and database applications at an intermediate level. Ability to work effectively independently and in a team environment. Preference given to a candidate who places equity, diversity and inclusion at the forefront.

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