Human Resources Assistant

3 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 (Gr7)

Job Title

Human Resources Assistant

Department

UBC Library | Human Resources | Staff

Compensation Range

$4,460.00 - $4,686.00 CAD Monthly

Posting End Date

February 12, 2024

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

Job End Date

This position is in-person at Irving K. Barber Learning Centre on UBC Point Grey Campus.

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 Library Human Resources Unit provides leadership and strategic guidance in the planning, development and implementation of innovative human resources programs to support Library employees and the Library’s strategic plan. Additionally, the Unit is responsible for the management and delivery of all HR services to the Library, and is representative of and liaison to UBC Human Resources and Faculty Relations.

This position provides complex human resources processing support to the Library Human Resources team related to Librarian, staff and student recruitment and on-boarding. Provides general administrative support to the Library HR unit. Assists with developing, organizing and implementing human resources processes and activities.

Organizational Status

Reports to and receives work from the Human Resources Manager. Also receives work from the Director, Human Resources and the Human Resources Coordinator. Interacts with Library employees across branches and divisions within the Library. Acts as a liaison with central administrative units throughout the University, including, Human Resources, Faculty Relations and Financial Services.

Work Performed
- Assists in recruitment. Enters and submits job descriptions for classification, and creates on-line job postings. Posts external ads. Processes hires through Workday. Closes recruitment files after completion. Provides information and guidance to managers on best practices and UBC policies.
- Assists the HR Coordinator with the Work Learn student process and reviews hiring paperwork to identify discrepancies; consults with HR Coordinators on complex issues.
- Generates, ensures compliance and processes human resources documentation including appointment forms, transfer and severance notices, leave of absence, and confirmation of appointments under the direction of the HR Coordinator and Manager. Requests or generates via the system, staff offer letters. Coordinates and tracks paper flow of Human Resources documents between the Library branches, Library HR, Faculty Relations, Central Human Resources and Financial Services. Resolves complex issues.
- Advises Library Managers and employees on issues such as HR procedures, practices, and entitlements, referencing appropriate agreements. Provides limited interpretation and refers complex issues to appropriate HR Coordinator/Manager.
- Coordinates new hire on-boarding by liaising with supervisors, UBC HR, UBC Finance and other UBC departments. Communicates directly with new staff to provide required information in accordance with Library Guidelines and UBC Policies.
- Retrieves all Selection Committee documents for compliance with university policies and procedures governing the appointment of librarians and staff.
- Approves and submits KS1 form to IT for new hires, tracks mandatory training and New Worker Orientation Checklist for all Library employees.
- Responsible for the front line HR information and ensures queries are responded to in a timely manner or forwarded to appropriate HR person.
- Responsible for updating the Library Human Resources website and confluence site which serves as both a communications and training tool for Library employees.
- Generates and processes human resources documentation including appointment forms, transfer and severance notices, leave of absence, and confirmation of appointments under the direction of the HR Coordinator and Manager. Requests or generates via the system, staff offer letters. Coordinates and tracks paper flow of Human Resources documents between the Library branches, Library HR, Faculty Relations, Central Human Resources and Financial Services. Resolves complex issues.
- Advises Library Managers and employees on issues such as HR procedures, practices, and entitlements, referencing appropriate agreements. Provides limited interpretation and refers complex issues to appropriate HR Coordinator/Manager.
- Coordinates new hire on-boarding by liaising with supervisors, UBC HR, UBC Finance and other UBC departments. Communicates directly with new staff to provide required information in accordance with Library

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