HR Coordinator

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Human Resources, Level A

Job Title

HR Coordinator

Department

Executive Leadership | BC Centre for Substance Use | Faculty of Medicine

Compensation Range

$5, $7,709.92 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

January 6, 2026

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

Job End Date

March 19, 2027

This is a fixed term leave replacement appointment for 1-year.

Please include a cover letter with your application.

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

The BC Centre on Substance Use (BCCSU) is a provincially networked organization with a mandate to develop, help implement, and evaluate evidence-based approaches to substance use and addiction. BCCSU seeks to improve the integration of best practices and care across the continuum of substance use through the collaborative development of evidence-based policies, guidelines, and standards. With the support of the Province of BC, BCCSU aims to transform substance use policies and care by translating research into education and care guidance, thereby serving all British Columbians. The BCCSU seeks to achieve these goals through integrated activities of its three core functions: research and evaluation, education and training, and clinical care guidance. The BCCSU is a UBC Faculty of Medicine Research Centre that is part of Providence Health Care (PHC). The BCCSU consists of both UBC and PHC research scientists, faculty members, trainees, staff and research personnel.

Working closely with the HR Partner, the HR Coordinator is responsible for coordinating a variety of human resources activities for both UBC and PHC personnel at BCCSU in accordance with each organization's processes and procedures. The position supports the recruitment, job description preparation, classification, salary administration, and application of the collective agreements and/or terms and conditions of employment at both UBC and PHC.

Organizational Status

The HR Coordinator reports to the HR Partner, BCCSU. In collaboration with the HR Partner, the position interacts regularly with all levels of staff within the Centre to provide human resources coordination and assistance for both PHC and UBC staff. Regularly liaises with UBC and PHC staff such as HR, Compensation, Recruitment, Occupational Health, Staffing, Faculty Relations, Payroll, Benefits, Providence Research and UBC Faculty of Medicine.

Work Performed

• Coordinates the recruitment, appointment, re-appointment, immigration, termination, leaves and promotion process for faculty, staff and students as applicable per UBC and PHC procedures.

• Liaises with PHC and UBC recruitment resources with respect to external recruitment and advertising for positions, Ensures that vacancies are posted simultaneously on the BCCSU website. Reviews applicant lists and screens applicants for PHC managers/leaders.

• Provides support to leaders with coordinating interviews and interview preparation and administering the selection process and onboarding. Conducts reference checks as required. In collaboration with HR Partner, PHC leaders and other HR staff, develops and implements strategies for improvement of recruitment and retention of BCCSU staff.

• Works with HR Partner to verifying funding for positions and obtaining position numbers and coordinates workflow approvals.
• Drafts and finalizes job descriptions with input from Leader and/or assistance for Compensation & Classification. For UBC, conducts UBC position classification and re-classifications. For PHC, obtains PHC position classification confirmations from PHC Compensation & Classification.
• Prepares non-routine letters for staff as per applicable UBC or PHC processes if required. Liaises with Leader centralized recruitment staff, Compensation & Classification as required on salary placement. Responds to staff and leader inquires and provides routine interpretation on collective agreement/terms & conditions and/or application of salary increases (e.g., add pays, promotions, reclassifications) in accordance with applicable UBC or PHC processes. Liaises with Employee Records and Benefits to ensure processes such as transfers are completed accurately and to clarify information. Escalates complex issues to HR Partner.
• Coordinates UBC staff merit and midpoint progression review including preparing appropriate communications and providing tools to assist supervisors and staff with the process.
• Works with PHC Compensation and Classification to process annual performance based salary increase for PHC staff under Accountable Compensation guidelines.
• Liaises with appropriate Occupational Health staff regarding matters such as LTD claims, Graduated Return to Work, Absenteeism and Occupational Safety issues.
• Responsible for the integrity, confidentiality and security of any personnel records, documents and file system for records held within BCCSU. Ensures important documents generated by BCCSU HR staff are placed in central HR files.
• Monitors staff accruals and processes for vacation and other paid leaves. Works with HR Partners and management staff to manage staff use of annual entitlements to reduce ongoing BCCSU financial liability.
• Liaises with PHC and/or UBC Centralized staffing regarding changes to rotations/time capture issues.
• Responsible for coordinating access to and ensuring adequate training and effective and appropriate use of HR electronic systems (HR Connect and Workday).
• Assigns work tasks and provides guidance to HR Administrative Assistant.
• Monitors and troubleshoots issues related to processes and systems within HR. Pulls files, researches background information, follows up with leaders to exchange information and provides support for various processes.
• Prepares, generates and distributes a variety of standard, custom reports and ad hoc reports related to a variety of HR issues.
• Coordinates and conducts Human Resource education and training sessions (e.g. HR Connect, Respect in the Work Place) and helps prepare, edit and publish bulletins, guides, pamphlets, audio/visual and other materials.
• Performs other duties as required.

Consequence of Error/Judgement

• Errors could seriously jeopardize the BCCSU as communication with a variety of people and departments at several institutions will be a key part of this job.
• This position must use strong organizing and prioritizing skills to effectively and efficiently manage the area of human resources relating to all employee groups in the BCCSU.
• Erroneous, inappropriate or unethical disclosure or use of this information may significantly compromise the Centre's strategic objectives, critical funding opportunities, relationships and reputation, and can cause embarrassment to the Centre, PHC and the University.

Supervision Received

Works independently with supervision and guidance from the HR Advisor Partner. Expected to work under limited supervision and exercise considerable judgment and initiative in duties and responsibilities in identifying matters that require consultation before taking action.

Supervision Given

Supervision will be given as needed to other personnel or trainees who are involved in human resources or financial issues.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the equivalent combination of education and experience.

• Willingness to respect diverse perspectives, including perspectives in conflict with one's own
• Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• Undergraduate degree in a relevant discipline plus three years' experience or an equivalent combination of education and experience.
• Knowledge and experience in a unionized environment also is required.
• Knowledge of UBC, Health and Research policies, procedures, governance and administrative systems is an asset.
• Experience in the public, educational and/or health sector may be an asset.
• The individual must have demonstrated strengths in operational planning skills and teamwork.

• Knowledge of and experience with human resources management and the ability to communicate and explain complex information to diverse individuals and groups is required.

• Demonstrated ability to work with tact, discretion and good judgment.

• Above average communication, interpersonal and conflict resolutions skills with a wide variety of individuals at varying levels of financial sophistication.
• Demonstrated commitment to ongoing personal development.
• Strong organizational skills and ability to work under pressure with exacting deadlines.
• Demonstrated computer skills in the Microsoft Office suite of programs.
• Ability to work independently with minimal supervision and within a team environment.
• Ability to maintain accuracy and attention to detail.
• Ability to interpret and apply collective agreements in a complex, unionized environment.
• Ability to communicate effectively verbally and in writing.
• Ability to use Workday proficiently.
• Passion for providing assistance to those impacted by substance use disorder.
• Understanding and practice of Equity, Diversity and Inclusion.