Human Resources Coordinator

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 Coordinator

Department

Human Resources Support | School of Biomedical Engineering | Faculty of Medicine

Compensation Range

$4,601.00 - $4,953.00 CAD Monthly

Posting End Date

November 29, 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 Description Summary

The School of Biomedical Engineering (SBME) is a partnership between the Faculties of Medicine and Applied Science. The School is a nucleus for education and training, research, and innovation in biomedical engineering; creating new knowledge, new academic and training programs, and fostering translation and innovation. The School is currently responsible for 350+ undergraduate students, 140+ graduate students and 30+ faculty. Over time, the School will be responsible for as many as 550+ undergraduate students, 200+ graduate students and 40+ faculty.

The Human Resources Coordinator coordinates Human Resources functions within the School. This position is responsible for coordinating all Human Resources functions, including, recruitment, hiring, and appointment/reappointment processes for staff, student, postdoctoral fellows, research associates and honorary faculty within the School.

The incumbent is also responsible for completing all administrative clerical tasks regarding human resources and personnel management for the School relating to Faculty, Staff and Students.

Organizational Status

This position reports to the Senior Human Resource (HR) Manager in SBME. The Senior HR Manager directly supervises this role, with oversight from the Director of Strategic Planning & Operations. The incumbent also receives direction from the HR Manager.

The incumbent communicates regularly with the School’s faculty and staff, as well as staff from the Faculty of Medicine (HR and Finance), Faculty of Applied Science (HR), central Human Resources and Payroll.

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, faculty and students 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 funding for each appointment and coordinating with administrators for alternate worktags.
- Records and manages HR procedures.
- Assists HR Manager, Senior HR Manager and Director, Strategic Planning and Operations on projects.
- 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 post-doctoral research fellows. Tracks and follow-ups on problems related to appointments and processing.
- Provides proactive support for appointments ending to ensure payroll accuracy.
- 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.
- Responsible for running and maintenance of 3 month ending reports, ensuring all appointments are extended without a break in pay and maintaining database by entering, updating and retrieving data.
- Responsible for communicating with Payroll, Human Resources, and Dean’s Office to investigate and solve complex payroll and personnel discrepancies.
- Ensures integrity of employee records when entering data (Workday), updating, and retrieving data as well as with the maintenance of paper files.
- Prepares complex reports and analysis.
- Maintains all personnel data in Workday.
- Maintains and updates electronic mailing lists and corresponding spreadsheets

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