HR Assistant

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - HR Admin Clerk 4 (Gr7)

Job Title

HR Assistant

Department

Human Resources Support | Department of Medicine | Faculty of Medicine

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

October 14, 2025

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

Job End Date

Ongoing

Job Description Summary

This position is responsible for coordinating all human resources clerical tasks with regards to new hires, reappointments, promotions, and transfer/severance paperwork, including data entry into WorkDay for Faculty, Staff, Students, Visiting Faculty, Research Associates, Post Doctoral Fellows and Postgraduate (Clinical) Trainees/Fellows. May participate in interviews, testing, and reference checks for new staff hires. Workload will be divided by portfolio.

Organizational Status

This position reports to the Human Resources Manager and works with the Faculty Hires and Promotions Coordinator in the Department of Medicine, and will report to the Faculty Hires and Promotions Coordinator in the absence of the Human Resources Manager. This position communicates regularly with Division Administrators, Department of Medicine (DOM) staff and faculty, Department of Medicine (DOM) supervisors, Faculty of Medicine (FOM) staff, UBC Faculty Relations, Human Resources, and Payroll.

Work Performed

Database/Reports and Directories (WorkDay):

- Works with supervisors and UBC Human Resources to ensure staff positions are correctly classified and advertised in WorkDay.
- Coordinates staff applicants and new staff appointments processes using WorkDay.
- Coordinates student appointments, re-appointments, terminations using WorkDay.
- Responsible for maintaining data input into WorkDay, including demographics, salary information, and job description library. Works to maintain data integrity.
- Will act as the contact person for any required changes or information updates within the Teaching Tracking Payment System (TTPS) and responsible for ensuring the coordination of payments falls within the policies and procedures as outlined by the Office of Clinical Faculty Affairs.
- Coordinates entries for the UBC online directory.
- Runs and formats database reports as required.

Faculty and Staff Appointments, Reappointments and Promotions:

- Requests reviews of the status of research grant funding on new appointments and reappointments paid through research grants from DOM Finance team. Advises Principal Investigators (PIs) and supervisors and makes necessary changes to funding status/salary/extension.
- Maintains a bring-forward system for reappointments (every 1-3 months), promotions, working notices, probation and merit increases.
- Submits staff and student hourly time-tracking when needed.
- Coordinates, gathers, and summarizes appropriate documentation for faculty who are reviewed by the Academic Appointment, Reappointment, Promotion, Tenure (AARPT) Committee. Follows up on changes or information requested by the Committee and ensures appointments and promotions are approved and processed in a timely manner.
- Prepares and sends out template congratulations letters to new Clinical Faculty members and faculty with Adjunct or Emeritus appointments.
- Prepares and sends out offer letters and welcome packages to new Clinical Faculty.
- Follows up on Clinical Faculty, unpaid Honorary, Emeritus, Adjunct and Associate Member appointments sent to the Dean s Office. Updates spreadsheets and databases when appointments fully approved.
- Compiles and co-ordinates all supporting documentation for appointment, re-appointment, promotion and tenure reviews for Clinical Faculty, Honorary, Adjunct, Associate Members, and Emeritus appointments. This includes communicating information about clinical promotions and collecting expressions of interest.
- Maintains appropriate tracking lists and systems to monitor the status of the various faculty appointments, both individually and by rank.
- Ensures all appointment documentation on Postdoctoral Fellows, Research Associates, Postgraduate (Clinical) Trainee/Fellows and Visiting Scientists is complete and follows up on discrepancies. Checks financial information with the Division and with the DOM Finance team before processing new appointments or reappointments.
- Answers enquiries regarding the status of appointment notices; communicates with Payroll, Human Resources, Med IT, Dean s Office, and President s Office to investigate and solve payroll and appointment enquiries.

Advertising:

- Coordinates and advises Principal Investigators and Supervisors on the advertising process for staff positions on the UBC HR Staff Careers website via WorkDay.

Staff Orientation - DOM Administration Office:

- Prepares orientation packages for new staff within the DOM Administrative Office.
- Ensures orientation information is kept up-to-date.

Leave Management:
Files:

- Responsible for file man