HR & Operations Support

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr8)

Job Title

HR & Operations Support

Department

Administrative Leadership | Institute for the Ocean and Fisheries | Faculty of Science

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

July 30, 2025

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 Summary

Responsible for providing HR, academic and operational support to the Institute for the Oceans and Fisheries (IOF). The incumbent will also provide support to the Director and the Manager, Admin & Operations. The incumbent will work as part of the core administrative team to maintain a high standard of operation.

Organizational Status

Reports directly to the Manager, Admin & Operations. Works closely with the Core support team and the Director. Supports a variety of operation processes for the IOF. Liaises directly with individuals in Human Resources, Faculty Relations, Payroll, Building Operations, UBC IT, and other University departments as well as the Faculty of Science Dean’s Office.

Work Performed

HR support:
Supports all aspects of the HR cycle for faculty, research associates, postdoctoral fellows, staff and student employees by:

- Serves as the primary recruiter in Workday by creating positions, entering job descriptions, creating job requisitions and posting jobs (internally and externally).
- Supports the hiring process for new staff, Postdocs and Research Associates by scheduling interviews, preparing interview packages for the selection panel, coordinating in-basket testing and scheduling reference checks.
- Creates offers of employment in the Service Canada IRCC database and obtains and issues LMIA-exempt documentation for foreign Post-Doctoral Fellows and visiting faculty.
- Provides administrative support for the faculty promotion and tenure process. Ensures faculty promotion and tenure cases files are in compliance and follows up, as necessary. Liaises with the Director, Committee members, Administrator, HR Manager and Faculty Relations. Schedules and coordinates the Committee on Tenure and Promotion and prepares required support materials. Assists with documentation for Labour Market Impact Assessment for foreign hires as required during searches for Research Associate and faculty positions.
- Initiates new appointments for and coordinates the reappointment process for Honorary, Affiliate and Adjunct faculty, as well as Associate Members.
- Initiates faculty, staff and student reappointments, compensation changes, costing allocation changes and other business processed in Workday.
- Maintains a Workday tracking sheet of all request, including future actions and tracking of probationary and MPI dates.
- Supports Awards Committee nomination process & serves on committee
- Runs a monthly report of upcoming termination dates and follows up with supervisors regarding reappointment details or end of job details.
- Assists and maintains complete and confidential personnel files for all IOF personnel including honorary appointees.
- Answers inquiries and provides advice based on research of UBC Policies Agreements and websites

Academic support:

- Serves the IOF TRep (Timetable Rep) by liaising with faculty to confirm course details for upcoming terms, including securing an updated syllabus for each course. Sets up FISH course and then schedules them using the Web Data Collector (WDC), Scientia and Workday.
- Coordinates on-line teaching evaluation process for faculty.
- Complies reports utilizing statistics available in Course Evaluation database, generates and compiles reports for the Director.

Operational support:

- Organizes the calendar of the Director and the Manager, Admin & Operations by scheduling meetings and appointments, identifying and communicating high priority requests, and coordinating with other schedules.
- Provides administrative support for special departmental projects initiated by the Director or Manager, Admin & Operations. Researches and compiles information from a variety of sources into reports and summaries. Assists with preparation of various reports and documents as required such as External Review documents.
- Initiates and prepares agendas, attends and records minutes of department meetings, committee meetings, and ad hoc meetings as assigned, distributes minutes, follows up on actions required in a timely and efficient manner.
- Oversees access control for the IOF by ordering and approving key requests and granting electronic access through the Access Control Manage