HR 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

HR Assistant

Department

Education Human Resources | Office of Education | Faculty of Medicine

Compensation Range

$4,460.00 - $4,686.00 CAD Monthly

Posting End Date

June 17, 2023

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

Job End Date

Dec 22, 2023- This position is a 6-month leave coverage term.- This position is located within a health-care facility. Therefore, this position requires successful verification of full vaccination against Covid-19 provided prior to the start date, as required by the provincial health mandate.

Job Description Summary

The Faculty of Medicine, Dean’s Office is looking for an HR Assistant to join our team

This position will be responsible for coordinating all human resources processing for its portfolio within the Client Services team in the Dean’s Office, Faculty of Medicine (FoM). The HR Assistant’s portfolio will primarily focus on the Office of the Vice Dean, Education (VDE) but will support other units under the Client Services umbrella. Responsibilities include timely and accurate processing of staff and faculty appointments/re-appointments; processing staff and faculty payments; interpreting and accurately communicating policies and procedures; assisting in the development and implementation of new policies and procedures; data entry into Workday; and assistance with hiring processes as required.

The VDE Office oversees the educational programs across the province, ensuring accreditation standards are met and that the Faculty’s programs - across the health disciplines and across the continuum of learning - are effectively integrated.

The Client Services team provides expert-level HR support to units across the Faculty of Medicine.

This position is eligible for a hybrid work arrangement.

Organizational Status

Our Vision: To Transform Health for Everyone.

Ranked among the world’s top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia, more than 12,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world.

The Faculty—comprised of approximately 2,200 administrative support, technical/research and management and professional staff, as well approximately 650 full-time academic and over 10,000 clinical faculty members—is composed of 19 academic basic science and/or clinical departments, 3 schools, and 25 research centres and institutes. Together with its University and Health Authority partners, the Faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally based centres across the province.

The UBC Vancouver Campus is located on the traditional, ancestral, and unceded territory of the xʷməθkʷəy̓əm (Musqueam) people. The City of Vancouver is located on Musqueam, Squamish, and Tsleil-Waututh First Nations territory.

Work Performed

Faculty and Staff Appointments and Reappointments:
- Coordinates all appointment/reappointments for staff and faculty within the portfolio. Ensures documentation is aligned with UBC and FoM policies, procedures and guidelines. Resolves any discrepancies and escalates non-routine issues to the HR Manager.- Maintains a bring-forward system for reappointments, promotions, working notices, probation, and salary increases.- Collects all new hire and departing employee documentation, including employment information and resignation letters. Assists supervisors in onboarding and off boarding employees.- Communicates with the Integrated Service Centre (ISC), Payroll, HR, Digital Solutions, and the Dean’s Office to investigate and solve payroll and appointment enquiries.- Assists with the planning, developing, organizing and implementing of human resources activities related to faculty teaching appointments.

Classification, Advertising, and Recruitment:
- Drafts, posts, and tracks faculty advertisements, ensuring adherence to University policies, employment standards, LMIA requirements, and collective bargaining agreements.- Submits staff job descriptions for classification and liaises with managers on resolving issues.- Coordinates staff applicants and new staff appointments processes using Workday.Teaching Tracking and Payment Support:
- Supports the Teaching Tracking and Payment (TTP) system by performing capture support tasks in collaboration with the TTP Business Support Analyst. Liaises with FoM departmental administrators to update and maintain the FoM clinical faculty database

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