Workday and Administrative Assistant

2 months ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Program Assistant 2 (Gr5)

Job Title

Workday and Administrative Assistant

Department

HR Administration | Athletics and Recreation

Compensation Range

$4,188.00 - $4,400.00 CAD Monthly

Posting End Date

August 28, 2023

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 part time at 0.8 FTE (28 hours per week).

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 Workday and Administrative Assistant is responsible for coordinating the administration of A&R hourly staff employment appointments in Workday (1000+ annually); including inputting appointments, supporting hiring managers with appointments, payroll inquires related to Workday appointments and additional HR business processes within Workday. This position is also responsible for providing general administrative support to the overall department and for a various range of administrative duties that include, but are not limited to: data entry, reporting, program support, generic mailbox management and project administrative support. The incumbent must consistently demonstrate a high-level of focus on customer service, communication, attention to detail and relationship building skills.

Organizational Status

Athletics & Recreation (A&R) is a department within the VP Students portfolio, with a strong focus on creating an exceptional UBC student experience. The A&R Department has a team of approximately 125 employees, and is led by a strong cross-unit management team. It services over 60,000 students through recreational programming, 26 varsity teams, and 13 competitive clubs along with thousands of members of the UBC community.

The Administrative Assistant, Workday and Finance reports primarily to the Coordinator, HR Administration and Projects.

Work Performed

Workday Human Resources (HR) Administrative Support- Supports Workday HR business processes related to but not limited to hiring, rehires, extensions and end job/terminate business process of hourly employees in the system.- Coordinates the gathering of all hourly staff hiring paperwork from hiring managers to enter and complete Workday appointments/extensions in the system.- Responsible for coordinating and inputting over 400+ hourly appointments into the system each hiring cycle (3 cycles annually)- Answers inquiries from hiring managers about Workday HR business processes. Redirects inquiries to Director of Administration and Strategic Initiatives when appropriate.- Works in collaboration with staff to maintain and update a departmental Workday HR business process workflow calendar.- Assists with training new hiring managers on Workday HR business process including but not limited to hiring, time entry, extensions, etc.- Responsible for updating all A&R Workday HR job aids as necessary. Interprets and provides procedure training to hiring managers when appropriate.- Assists with payroll inquiries to determine if the payroll issue is related to a Workday appointments and/or other related HR Workday business processes.- Supports the onboarding process for new hourly staff including helping supervisors navigate the process of onboarding new staff in Workday. This may include training for hourly workers on relevant Workday procedures and policies.- Creates and maintains Workday hiring filing systems or contact databases, receives forms and processes according to guidelines.-
- Assists with human resources administrative programs, processes and procedures.- Assists with hourly staff payroll, including verifying work hours and submitting hours in Workday in a timely manner.- Supports hourly staff recruitment (reference checks) as required.

General Administrative Support- Responsible for the management of assigned departmental generic mailboxes.- Answers general verbal and written enquires received through the assigned generic mailbox management.- Assists with the processing and entry of contracts and programming into the UBC Recreation Registration system as required.- Participates in the formulation and implementation of new work procedures and forms.- Sets up and types a variety of documents, excel spreadsheets and reports.-
- Acts as back up for other departmental staff when necessary.- Performs other related tasks as required.

Consequence of Error/Judgement

The work and decisions of the Workday and Administrative Assistant have a direct and critical impact on the reputation and effective operation of the Athletics & Recreation Department. Poor decisions or judgment will result in damage to the Departme

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