HR Admin Clerk 3

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 3 (Gr5)

Job Title

HR Admin Clerk 3

Department

Administrative Support | Animal Care Services

Compensation Range

$4,314.00 - $4,532.00 CAD Monthly

Posting End Date

May 2, 2024

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

This position serves as the human resources support for Animal Care Services (ACS), and is one of the main liaisons with UBC Central Human Resources and UBC Central Payroll. The incumbent is also responsible for administrative functions of the three facilities - the Centre for Disease Modeling (CDM), the Modified Barrier Facility (MBF) and the Centre for Comparative Medicine (CCM).

ACS, the largest animal care program in Western Canada and the second largest in Canada, is responsible for providing research support to the animal-based research community associated with the University of British Columbia and its affiliates through its veterinary services team, the compliance team, the procurement team and its facilities. ACS is committed to providing excellence in research support to all UBC researchers with accountability, communication, cooperation, customer service and integrity. ACS reports to the Associate Vice President Research & Innovation.

Organizational Status

This position reports directly to the Manager, HR and Administration, ACS on overall human resources functions; and to the Facility Managers on administrative matters.

Work Performed
- Responsible for all HR documentation. Ensures integrity and confidentiality of personnel files.
- Processes recruitment initiatives including creating positions, posting and advertising, internally and externally.
- Coordinates recruitment process for all three ACS facilities by completing phone screens, scheduling interviews and completing reference checks.
- Initiates all recruitment related business processes, such as hires, transfers and extensions through Workday.
- Maintains ACS onboarding Canvas courses and provides initial onboarding and orientation for all new ACS staff, advising managers when employees are not progressing through course work, etc.
- Provides training to all new staff regarding navigation of Workday (to view their records and time-entry).
- Responsible for administration, data entry and follow-through in regards to accessing UBC systems (FASmail, UBC Directory, Workday, CWL, SharePoint, etc.) which is a very security conscious multi program process.
- Advises on and ensures follow-through on efficient human resources policies, procedures, collective agreements - CUPE 116, CUPE 2950 & AAPS.
- Ensures all departmental human resources activities are consistent with UBC policies and procedures.
- Provides advice, information and communication to all staff in relation to changes in the conditions of employment, salary guidelines, equity and benefits including changes to the collective agreements for all employee groups.
- Maintains current knowledge of human resources policies and procedures and applicable collective agreements.
- Prepares monthly, quarterly, and annual reports for department managers and ensures information from different locations are aggregated into spreadsheets.
- Handles all departmental payroll discrepancies by collecting information from the employees and reporting issues to the Integrated Service Centre (ISC), escalating when necessary.
- May be a member of the CDM safety committee, which could include chairing.
- Provides coverage for other members of administration team when absent, as required.
- Other related duties as required.

Consequence of Error

ACS facilities support valuable research into infectious disease, animal models of human diseases, and research involving irreplaceable transgenic animals; therefore, ensuring adequate and valid employee qualifications, ensuring accurate training, and addressing employee conflict and other issues is essential both to the integrity of the research carried on there, and the safety of the facility. Inappropriate hiring decisions could also result in harm to the health and welfare of animals, the safety and security of department employees and facility users, and the image of the Facility and University.

Inefficient administration could result in delays to operation of facility; Errors in judgment may result in financial loss and damage to credibility and image of the department. Errors may be difficult to recognize and correct.

Inability to correctly enter and maintain data, including advising of managers

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