HR & Finance 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 (Gr8)

Job Title

HR & Finance Assistant

Department

Administrative Support | Department of Mining Engineering | Faculty of Applied Science

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

May 7, 2024

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

Job End Date

May 30, 2025

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

Provides support to the Human Resources and Finance functions within the Department. This position is responsible for overseeing the faculty, staff and student appointment process and resolve any subsequent payroll/finance issues that arise. This position will also be responsible for explaining and orienting department members to UBC payroll/finance and HR policies and procedures. Responsible for providing financial processing support of an advanced and complex nature and administers contract and grant accounts for complex sponsored research and project funds, which requires exercise of judgement and knowledge of University, granting agencies and accounting policies and procedures. Reports to the Manager, Operations & Administration within the Norman B. Keevil Institute of Mining Engineering in the Faculty of Applied Science.

Organizational Status

This role interacts with staff, faculty and students. Liaises regularly with individuals in APSC Dean’s Office, Financial Operations, Procurement Services, Research Finance, UILO, ORS, central Human Resources, Faculty Relations, Payroll, IT, and other UBC departments/schools.

The Norman B. Keevil Institute of Mining Engineering has 11 faculty members, 4 sessional lecturers, 6 post-doctoral research fellows, 8 adjunct professors, 1 honorary associate professor, 3 M&P staff, 2 office staff, and 4 technical staff. There are 141 graduate (MASc, MEng and PhD) students and over 168 undergraduate students that the Department supports.

Work Performed

Human Resources
- Coordination of full cycle recruitment activities for all faculty, staff and students within the Department.
- Assists with planning, developing, organizing and implementing human resources activities within the department such as posting and advertising jobs through the UBC Workday system and external sites.
- Responsible for maintaining personnel files and archiving as necessary.
- Provides information to student/staff on current UBC human resources policies and practices, such as attendance and leave management, vacation and sick leave benefits.
- Advises department head/PI's on collective agreements terms, including limited interpretation (eg. sick/vacation accruals, notice periods, posting deadlines etc)
- Responsible for addressing HR and Finance enquiries related to faculty, staff and students.
- Liases with internal UBC Departments (Faculty of Applied Science Dean's Office, UBC Payroll, UBC Integrated Service Centre, Financial Operations, Procurement Services, Research Finance, UILO, ORS, central Human Resources, Faculty Relations, Payroll, IT, etc.)
- Liases with external organizations (eg. Research granting agencies such as Mitacs, NSERC, etc.)
- Coordinates and processes all appointments within the Department including faculty, staff, and students, using UBC’s Workday system.
- Responsible for creating salary projections to ensure adequate funding is available to desired payroll/HR transaction.
- Responsible for analyzing funding/financial information for all transactions and ensuring all funding commitments have been received.
- Responsible for tracking and following up of all appointments through the various departments throughout the University.
- Responsible for following up and resolution of complex payroll issues for faculty, staff and students.
- Processes all salary (mid-point progression/merit) increases as well as costing allocation changes.
- Assists with documentation for Labour Market Impact Assessment (LMIA) for foreign hires as required.
- Ensures all hiring documentation is complete and follows up on Workday discrepancies.
- Pulls Workday reports for analyses.
- Assists the Manager, Operations & Administration on special projects.
- Other duties as required.

Finance
- Prepares/reviews reimbursements, verifying accuracy of information including account coding, reviewing backup documentation, ensuring authorized signatures are valid on behalf of the Department, based on compliance with UBC and granting agency guidelines. Ensures proper authorization and backup documentation is obtained prior to submitting documentation for processing.
- Supports the Account

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