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

Staff Human Resources | Faculty Affairs | Faculty of Medicine

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

October 15, 2024

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

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 Description Summary

This position is responsible for coordinating all human resources processing within the Dean’s Office for the Faculty of Medicine (FoM). The HR Assistant will primarily focus on the Office of the Vice Dean, Education (VDE) while also supporting other units within the Dean’s Office umbrella.

Key Responsibilities:

- Timely and accurate processing of staff and faculty appointments and re-appointments.
- Performing data entry into Workday to maintain accurate records.
- Processing payments for staff and faculty.
- Providing support in hiring processes as needed.
- Interpreting and effectively communicating policies and procedures.
- Assisting in the development and implementation of new HR policies and procedures.

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.

Work Performed

Workday Business Processes:
- Works with supervisors and UBC Human Resources to ensure staff positions are correctly classified and advertised in Workday.- Coordinates, prepares, and processes full-cycle HR tasks related to recruitments, appointments, salary and costing allocation changes, promotions, transfers, leaves, resignations, retirement, etc., for staff, faculty, and students using Workday.- Collects and organize documentation for new hires and departing employees, including employment information and resignation letters; assist supervisors with onboarding and offboarding processes.- Maintains data integrity in Workday by inputting and updating employee demographics, salary information and more.- Acts as the contact person for changes or information updates within the Teaching Tracking Payment System (TTPS), ensuring compliance with policies and procedures from the Office of Faculty Affairs regarding payment coordination.- Liaises and communicates with the Integrated Service Centre (ISC), Payroll, HR, Digital Solutions, and the Dean’s Office to investigate and solve payroll and appointment enquiries.- Compiles data and prepares reports/statistics as needed.

Faculty and Staff:
- Coordinates all appointment/reappointments for staff and faculty within the portfolio, ensuring documentation aligns with UBC and FoM policies, procedures and guidelines. Resolves any discrepancies and escalates non-routine issues to the HR Assistant Manager- Maintains a bring-forward system for staff and faculty appointments/reappointments, term end dates, promotions, leave of absences, working notices, probation, salary increases, vacation tracking, statutory holiday pay for part-time staff and more.- Assists with the planning, developing, organizing and implementing of human resources activities related to faculty teaching appointments.- Prepares and process monthly teaching payments for both Adjunct and Non-Adjunct faculty, ensuring timely submission and accuracy of all financial documentation.- Collaborate with faculty and administrative staff to streamline appointment procedures and enhance communication regarding payment processes.

Human Resources Support:
- Draft, post, and track staff and faculty advertisements, ensuring compliance with UBC p


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