HR & Administrative Coordinator

2 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title

HR & Administrative Coordinator

Department

Human Resources and Operations | Dean's Office | Faculty of Forestry

Compensation Range

$4,009.00 - $4,214.00 CAD Monthly

Posting End Date

February 14, 2023

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

Job End Date

Job Description Summary

The HR Administrative Coordinator provides broad administrative services related to HR and operations. The position works closely with the Associate Director, Administration & Operations and is responsible for day-to-day administration and HR functions of Faculty of Forestry Dean’s Office and its units.

The incumbent provides coordination in matters relating to staff, student and faculty human resources operational requirement ensuring the smooth operational process within the Dean’s Office, Faculty of Forestry, taking a lead role in resolving challenging operational and HR concerns.

Organizational Status

Reports directly to the Associate Director, Administration & Operations, interacts closely with all Faculty of Forestry members, other university administration offices including Human Resources, Payroll, Faculty Relations, and Immigration Canada, Building Operations, Campus Security, Safety and Risk Services and other central University agencies.

Work Performed
- HUMAN RESOURCES_
- Coordinates the staff recruitment process including: drafting job postings and advertisements; reviewing resumes; pre-screening applicants; designing interview questions; coordinating interview schedules; checking references.
- Initiates, collects, and prepares documentation, including Employment Agreement required for appointment, extension, leaves and termination for all Dean s Office Staff and personnel and ensures that all funding, approvals, and immigration requirements, if applicable, are in place.
- Initiates Workday business process for OT, Honoraria payments; OTP; payroll sheets for hourly paid staff, students in a timely manner.
- Coordinates the staff salary administration for all staff groups, including but not limited to probationary increases, step increases, MPI, and/or merit pay increases.
- Tracks all DO staff members performance management process; from probationary to annual reviews. Sending reminders to prompt Supervisor(s) for required reviews and ensuring records are kept for each employee’s files. Conducts regular reviews and reporting of data, such as upcoming terminations and notice entitlements, midpoint and probationary increases and position vacancies.
- Coordinates various HR projects with faculty wide impact including (but not limited to) Position Management data integrity, term appointment notice requirements, exit interviews, student appointments, and contractor vs employee- Oversees staff and student appointments for the Dean’s Office, ensuring practice and procedure are applied consistently in alignment with UBC’s established benchmarks, policies and procedures. Tracks staff, students and AD/Director term appointments to ensure applicable extensions are processed in a timely manner; completes paperwork for salary adjustments and funding sources.- Reviews vacation and sick time balances and makes manual adjustments as required. Ensures that HR records are retained, up-to-date and confidential, in accordance with Freedom of information/Protection of Privacy legislation.
- Oversees leave management activities, including maternity, parental, medical, unpaid leaves, as well as reduced appointments and secondments for staff, students and term-appointed faculty members.
- Assists in the development, maintenance and implementation of an orientation and onboarding as well as offboarding program for the Dean’s Office staff members
- Maintains confidential, up-to-date and historical personnel files and personnel database (e.g. vacation, sick leave accruals, seniority report, etc.); collects statistics and produces reports as required; coordinates statistics and prepares reports as it relates to absence management.
- Acts as a resource person for staff, faculty and research personnel with regard to information on Human Resources, payroll and benefits, Faculty Relations, Human Resources & Skills Development Canada); keeps current and ensures compliance to applicable UBC policies, immigration and employment regulations; provides up-to-date orientation materials to new employees.

OTHER
- Coordinates with Facilities and Operations Support staff with regards to space allocation for staff, student and faculty throughout the FSC under the direction of direct supervisor. This involves developing and maintaining a comprehensive database, keeping space allocations and assignments current.
- Acts as alternate Safety rep for the Dean’s Office; alternate fire warden and alternate member of the Faculty of Forestry Joint Occupational, Health and Sa

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