Human Resources Assistant

2 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - HR Admin Clerk 4 (Gr8)

Job Title

Human Resources Assistant

Department

Administration | School of Population and Public Health | Faculty of Medicine

Compensation Range

$4,601.00 - $4,953.00 CAD Monthly

Posting End Date

November 23, 2023

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

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 HR Assistant coordinates Human Resources functions within the School of Population and Public Health. This includes, recruitment, hiring, and appointment/reappointment processes for staff, student, Postdoctoral Fellows, and Research Associates within the School. The incumbent is also responsible for completing all administrative clerical tasks regarding human resources management for the School relating to faculty, staff and students.

Organizational Status

The Human Resources Assistant position is in the School of Population and Public Health (SPPH), which is in the Faculty of Medicine at the Vancouver Campus of the University of British Columbia.

The School is an innovative unit that encompasses many of the health-related groupings at UBC that focus on population and public health and epidemiology. The School is structured around four divisions: Occupational and Environmental Health; Health Services and Policy; Epidemiology, Biostatistics and Public Health Practice; and Health in Populations. The resulting mix of professions and disciplines is seen as a means of connecting individuals and learners to galvanize the relationship between health research, public health and health services and to enhance learning.

The SPPH is one of the most research-intensive units at UBC, and is home to the Centre for Excellence in Indigenous Health, Centre for Applied Ethics, Centre for Health Services and Policy Research, Human Early Learning Partnership, and the WHO Collaborative Centre in Global Health. The School has 60 primary faculty members, 350 graduate students and 176 staff positions.

The incumbent interacts regularly with faculty, students, visitors and staff within the School. Also, regularly liaises with UBC staff outside the School such as staff in central Human Resources, Integrated Service Centre (ISC), Financial Services and, Faculty of Medicine (FoM) Dean's Office, etc.

Work Performed- Provides information to faculty and staff on current UBC human resources policies and practices, such as attendance and leave management, vacation and sick leave benefits, appointments and reappointments.- Advises faculty and staff on applicable collective agreements terms, including limited interpretation (e.g., sick/vacation accruals, notice periods, posting deadlines, etc.).- Responsible for the full-cycle appointment and termination activities for all staff, students and some faculty appointments within the School, including preparing, verifying, processing and tracking staff, student and non-bargaining faculty (e.g., post-doctoral fellow and visiting scholar) appointments and other employee changes using Workday.- Responsible for ensuring sufficient funding to support appointments and solicits appropriate financial approvals for workflow, verifies salary entitlement, benefits eligibility and employee eligibility for the role. Coordinates with Principal Investigators and administrators for alternate worktags, as required.- Records and coordinates HR procedures.- Enters job descriptions, updates and maintains hiring documents and other required data into UBC systems, such as Workday, as well as submits job descriptions for classification and processes hires according to established guidelines.- Prepares, verifies and processes full-cycle paperwork related to appointments, reappointments, funding transfers, salary increases, promotions, transfer and severance notices, leave of absences etc. for all appointees within the School, including staff, students, faculty, Research Associates and Postdoctoral Research Fellows. Tracks and follow-ups on problems related to appointments and processing.- Responsible for running upcoming appointments ending reports in Workday and maintaining SPPH Appointment Tracker to ensure all appointments are extended without a break in pay. Maintains database by entering, updating and retrieving data and ensuring payroll accuracy.- Responsible for communicating with Payroll, Human Resources, and FoM Dean s Office to investigate and solve complex payroll and personnel discrepancies.-
- Monitors, verifies and corrects vacation and sick leave data for staff in Workday.- Ensures integrity of

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