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

Human Resources | Department of Electrical and Computer Engineering | Faculty of Applied Science

Compensation Range

$4,601.00 - $4,953.00 CAD Monthly

Posting End Date

June 21, 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 Human Resources Assistant reports to the HR Coordinator. In the absence of the HR Coordinator, the incumbent reports to the Manager, Business Operations. As part the ECE administration services team, the incumbent works other support staff and managers to support faculty, staff, students, and visiting researchers to the department.

Organizational Status
- Processes appointments and reappointments, transfers and severances, and changes to existing positions (e.g., account changes, pay rate changes, salary/merit increases); ensures appropriate approval process is followed at all times; makes recommendations to improve these processes at the departmental level and implements revised processes as needed.
- Maintains up-to-date, high-level knowledge of relevant HR and administrative policies and procedures, including provincial legislation (e.g., Employment Standards Act), UBC Board of Governors policies, Faculty of Graduate and Postdoctoral Studies policies for student appointments, other relevant university procedures and collective agreements.
- Provides comprehensive HR information to faculty, staff and students (e.g., regarding hiring processes, appointing international students and foreign workers, salary scales, vacation and sick leave entitlements, leaves of absence, salary increases, benefits).
- Interprets information (particularly from collective agreements) and proposes solutions based on thorough knowledge of UBC policies and processes.
- Works independently to resolve complex issues related to a broad range of HR and administrative functions within the department, including payroll, appointment data, employee classifications, and other related matters.
- Contributes to the development of departmental process for Workday HR in a large academic department; serves as front-line contact for Workday HR questions in the department; provides guidance and training to other Workday users.
- Drafts and edits job descriptions; assists faculty members with selecting appropriate job titles for research personnel and makes recommendations as appropriate; submits job descriptions for departmental and UBC HR approval.
- Runs and reviews HR and administrative reports on Workday; identifies action items and follows up independently; identifies errors and liaises with UBC HR and the IRP team to resolve.
- Provides back-up support to other staff members in the ECE administration services office upon request by a manager.
- Performs other tasks consistent with classification as needed.

Work Performed

Most duties in this role require a high level of confidentiality, particularly when dealing with personal information of UBC students or employees. At UBC, we are regulated by the Freedom of Information and Protection of Privacy Act (FIPPA), which requires us 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.

Consequence of Error/Judgement

Most duties in this role require a high level of confidentiality, particularly when dealing with personal information of UBC students or employees. At UBC, we are regulated by the Freedom of Information and Protection of Privacy Act (FIPPA), which requires us 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

This position reports to the HR Coordinator, and will also receive direction and work assignments from other administrative managers as needed.

Supervision Given

Oversees some HR duties performed by lower-level HR support staff (e.g. reviewing letters and forms for accuracy, validating data entry, assigning day-to-day tasks). Explains HR procedures and provides Workday training to new, temporary or inexperienced staff.

Minimum Qualifications
- High School graduation, plus two year post secondary diploma, plus four years of related experience, or an equivalent comb

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