HR Administrative Assistant

3 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title

HR Administrative Assistant

Department

DAE Talent Management 1

Compensation Range

$4,009.00 - $4,214.00 CAD Monthly

Posting End Date

March 31, 2023

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

Job End Date

Job Summary

Provides the coordination and administration of the Human Resources function within the Development and Alumni Engagement (DAE) and External Relations Portfolios. Responsible for completing all administrative clerical tasks regarding human resources and personnel management for the DAE and External Relations Portfolios and is required to support the appointment process and salary-related functions accordingly. Acts independently with broad direction given, and exercises tact and discretion in dealing with HR requests from staff. Prioritizes daily workload to meet deadlines while and handling ongoing projects in alignment with the operational direction of the unit.

Organizational Status

Reports to the Human Resources Manager, Development and Alumni Engagement.

Work Performed
- Participates in the design, coordination and implementation of new HR programs and changes to existing programs, workshops, HR training programs;
- Provide HR administrative support in the following areas: Performance Management, Compensation, Employee Engagement (Climate Survey), Recruitment, On-boarding and Orientation, HR Reporting, and administrative duties supporting the HR Team
- Performs complex and confidential administrative duties which require both oral and written correspondence, maintaining discretion as necessary. Includes screening calls, making appointments, arranging meetings, compiling sensitive items required for meetings;
- Prepares complex reports and aids in the analysis when required (such as Workday; and other related HR reporting requirements)
- Coordinates and administers the human resources functions of the DAE and External Relations Portfolios including the DAE HR Team by providing administrative support for portfolio related initiatives (payroll, Workday business processes, salary/merit increases, etc.); troubleshoots and follows up as required;
- Provides general information to staff on current UBC human resource policies and practices, such as: administrative processes, attendance and leave management, employee development and performance management processes; may include limited interpretation on collective agreement terms, sick/vacation accruals, notice periods, posting deadlines, etc.;
- Creates and maintains DAE and External Relations Portfolio organizational charts, ensuring accurate and timely updates, consistent with letters of offer and Workday; updates directory and distribution lists;
- Creates and maintains employee files; works with HR and Financial Services to troubleshoot HR processing items as required;
- Assists with the recruitment process;
- Prepares and submits recruitment and hiring documentation (eg. advertisements, staffing request forms);
- Processes electronic recruiting system based job descriptions, job postings and offer letters;
- Completes all related new hire, on-boarding, and orientation requirements;
- Creates and maintains HR files and records for DAE and External Relations Portfolio staff ensuring accurate, complete, and consistent within all HR systems, such as Workday.
- Notifies Managers when employees with upcoming probationary reviews, temporary contracts, leaves, and salary administration are due and/or ending.
- Drafts, edits and formats, correspondence including reports, letters, PowerPoint, ensuring a high standard of accuracy is maintained;
- Financial related duties to include: processing invoices, all expense claims, and identifying and troubleshooting variances in actual to budget expenses; Arranges and processes purchases going through the Purchase Card program (P-card);
- Provides coverage for reception (breaks/vacation/sick leave) as per the Portfolio Reception Coverage schedule;
- Conducts research on human resource related topics as requested;
- May provide training for temporary staff (Hiring Solutions);
- Performs other duties related to the qualifications and requirements of the job.

Consequence of Error/Judgement

This position requires attention to detail, accuracy, problem solving, judgment, tact, discretion and initiative to an outstanding degree as it relates to HR matters. Handles matters of both routine and non-routine nature in the absence of established policies, procedures and guidelines and requires the ability to easily adapt to continuous change. Works with conflicting demands and initiates, adapts and prioritizes procedures to meet unusual situations. This position handles sensitive and highly confidential matters (i.e. personal information of staff), and confidentiality of information handled must be respected. Participates in making decisio

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