HR Admin Clerk 3

4 weeks ago

Vancouver, Canada The University of British Columbia Full time
Job Summary

This position serves as the human resources support for Animal Care Services (ACS), and is one of the main liaisons with UBC Central Human Resources and UBC Central Payroll. The incumbent is also responsible for administrative functions of the three facilities – the Centre for Disease Modeling (CDM), the Modified Barrier Facility (MBF) and the Centre for Comparative Medicine (CCM).

ACS, the largest animal care program in Western Canada and the second largest in Canada, is responsible for providing research support to the animal-based research community associated with the University of British Columbia and its affiliates through its veterinary services team, the compliance team, the procurement team and its facilities. ACS is committed to providing excellence in research support to all UBC researchers with accountability, communication, cooperation, customer service and integrity. ACS reports to the Associate Vice President Research & Innovation.


Organizational Status
This position reports directly to the Manager, HR and Administration, ACS on overall human resources functions; and to the Facility Managers on administrative matters.

Work Performed

  • Responsible for all HR documentation. Ensures integrity and confidentiality of personnel files.

  • Processes recruitment initiatives including creating positions, posting and advertising, internally and externally.

  • Coordinates recruitment process for all three ACS facilities by completing phone screens, scheduling interviews and completing reference checks.

  • Initiates all recruitment related business processes, such as hires, transfers and extensions through Workday.

  • Maintains ACS onboarding Canvas courses and provides initial onboarding and orientation for all new ACS staff, advising managers when employees are not progressing through course work, etc.

  • Provides training to all new staff regarding navigation of Workday (to view their records and time-entry).

  • Advises, trains, audits, performs data entry and/or maintains oversight of Workday Absence and Time-Entry application entries ensuring all new staff are incorporated, and updates system for all related changes to FTE, employment group changes or terminations.

  • Responsible for administration, data entry and follow-through in regards to accessing UBC systems (FASmail, UBC Directory, Workday, CWL, SharePoint, etc.) which is a very security conscious multi program process.

  • Advises on and ensures follow-through on efficient human resources policies, procedures, collective agreements – CUPE 116, CUPE 2950 & AAPS.

  • Ensures all departmental human resources activities are consistent with UBC policies and procedures.

  • Provides advice, information and communication to all staff in relation to changes in the conditions of employment, salary guidelines, equity and benefits including changes to the collective agreements for all employee groups.

  • Maintains current knowledge of human resources policies and procedures and applicable collective agreements.
  • Prepares monthly, quarterly, and annual reports for department managers and ensures information from different locations are aggregated into spreadsheets.

  • Handles all departmental payroll discrepancies by collecting information from the employees and reporting issues to the Integrated Service Centre (ISC), escalating when necessary.

  • Reports all Workday application questions and errors through the Integrated Service Center and works through resolutions or workarounds with the ISC team.

  • May be a member of the CDM safety committee, which could include chairing.

  • Provides coverage for other members of administration team when absent, as required.

  • Other related duties as required.

Consequence of Error
ACS facilities support valuable research into infectious disease, animal models of human diseases, and research involving irreplaceable transgenic animals; therefore, ensuring adequate and valid employee qualifications, ensuring accurate training, and addressing employee conflict and other issues is essential both to the integrity of the research carried on there, and the safety of the facility. Inappropriate hiring decisions could also result in harm to the health and welfare of animals, the safety and security of department employees and facility users, and the image of the Facility and University.

Inefficient administration could result in delays to operation of facility; Errors in judgment may result in financial loss and damage to credibility and image of the department. Errors may be difficult to recognize and correct.

Inability to correctly enter and maintain data, including advising of managers when appropriate data is not being captured, will result in delays to access, mistakes in pay-cheques, longer training periods than necessary for staff, etc.

Supervision Received

Works independently under minimal supervision. Work is performed in accordance with broadly established procedures and practices requiring initiative to plan and complete recurring assignments independently, and judgement to determine which of many methods are applicable in any given situation. There are a variety of job tasks requiring ongoing prioritization. Responsibilities and work situations are broader in scope, with limited opportunity for standardized solutions

Supervision Given
Provides advice and guidance to ACS managers and staff. Coordinates the onboarding of new staff.


Minimum Qualifications
High School graduation, plus one year of post-secondary education, plus three years of related experience or an equivalent combination of education and experience


Preferred Qualifications

Previous experience with the HRIS system Workday is an advantage.

Previous experience in a Human Resource capacity.

Ability to be thorough, accurate, and have a high level of attention to detail.
Ability to anticipate problems and issues and plan ahead.
Ability to prioritize and work effectively under pressure to meet deadlines.
Ability to effectively use the Microsoft office group at an intermediate level (Word, Outlook, Excel, PowerPoint, Visio).
Ability to use, quickly adapt and master new software, internal to the department or internal to UBC.
Ability to communicate effectively verbally and in writing.
Ability to remain calm, decisive, effective, and safe in emergency or crisis situations.
Ability to exercise sound judgment and to make thoughtful, informed, and thorough decisions.
Sound analytical and problem solving skills, with the ability to work toward consensus and resolve differences.
Ability to work both independently and within a team environment.
Ability to effectively participate in committees and schedule meetings.

Highly ethical and able to deal with confidential issues with tact & discretion.

Capable of effectively managing multiple demands from a variety of sources.

Ability to demonstrate a commitment to equity, diversity and inclusion.

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