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Human Resources Assistant

3 months ago

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

The Library Human Resources Unit provides leadership and strategic guidance in the planning, development and implementation of innovative human resources programs to support Library employees and the Library’s strategic plan. Additionally, the Unit is responsible for the management and delivery of all HR services to the Library, and is representative of and liaison to UBC Human Resources and Faculty Relations.

This position provides complex human resources processing support to the Library Human Resources team related to Librarian, staff and student recruitment and on-boarding. Provides general administrative support to the Library HR unit. Assists with developing, organizing and implementing human resources processes and activities.


Organizational Status

Reports to and receives work from the Human Resources Manager. Also receives work from the Director, Human Resources and the Human Resources Coordinator. Interacts with Library employees across branches and divisions within the Library. Acts as a liaison with central administrative units throughout the University, including, Human Resources, Faculty Relations and Financial Services.

Work Performed

  • Provides confidential and comprehensive administrative support specific to the recruitment and selection process for Librarians; assists the Selection Committee and supervising librarian by contacting short listed candidates and arranging interviews, including travel arrangements and reimbursements; tracks expenditures, coordinates room bookings, technical equipment, catering and scheduling of committee members. Acts as a liaison between the shortlisted candidates, Library HR and the Selection Committees.
  • Assists in recruitment. Enters and submits job descriptions for classification, and creates on-line job postings. Posts external ads. Processes hires through Workday. Closes recruitment files after completion. Provides information and guidance to managers on best practices and UBC policies.
  • Assists the HR Coordinator with the Work Learn student process and reviews hiring paperwork to identify discrepancies; consults with HR Coordinators on complex issues.
  • Generates, ensures compliance and processes human resources documentation including appointment forms, transfer and severance notices, leave of absence, and confirmation of appointments under the direction of the HR Coordinator and Manager. Requests or generates via the system, staff offer letters. Coordinates and tracks paper flow of Human Resources documents between the Library branches, Library HR, Faculty Relations, Central Human Resources and Financial Services. Resolves complex issues.
  • Advises Library Managers and employees on issues such as HR procedures, practices, and entitlements, referencing appropriate agreements. Provides limited interpretation and refers complex issues to appropriate HR Coordinator/Manager.
  • Coordinates new hire on-boarding by liaising with supervisors, UBC HR, UBC Finance and other UBC departments. Communicates directly with new staff to provide required information in accordance with Library Guidelines and UBC Policies.
  • Retrieves all Selection Committee documents for compliance with university policies and procedures governing the appointment of librarians and staff.
  • Approves and submits KS1 form to IT for new hires, tracks mandatory training and New Worker Orientation Checklist for all Library employees.
  • Responsible for the front line HR information and ensures queries are responded to in a timely manner or forwarded to appropriate HR person.
  • Responsible for updating the Library Human Resources website and confluence site which serves as both a communications and training tool for Library employees.
  • Generates and processes human resources documentation including appointment forms, transfer and severance notices, leave of absence, and confirmation of appointments under the direction of the HR Coordinator and Manager. Requests or generates via the system, staff offer letters. Coordinates and tracks paper flow of Human Resources documents between the Library branches, Library HR, Faculty Relations, Central Human Resources and Financial Services. Resolves complex issues.
  • Advises Library Managers and employees on issues such as HR procedures, practices, and entitlements, referencing appropriate agreements. Provides limited interpretation and refers complex issues to appropriate HR Coordinator/Manager.
  • Coordinates new hire on-boarding by liaising with supervisors, UBC HR, UBC Finance and other UBC departments. Communicates directly with new staff to provide required information in accordance with Library Guidelines and UBC Policies.
  • Retrieves all Selection Committee documents for compliance with university policies and procedures governing the appointment of librarians and staff.
  • Coordinates gathering, calculating, reconciling and communicating annual vacation and sick time entitlements for Librarians, CUPE 2950 and M&P staff in accordance to the respective agreements. Compiles and distributes submission instructions to Librarian, staff and supervisors.Receives and calculates annual vacation and sick time benefits. Investigates issues and recommends a resolution.Re-calculates vacation and sick entitlements resulting from appointment changes and notifies the employee and supervisor of changes. Responds to inquiries.
  • Coordinates off-boarding process by liaising with departing employee, supervisors and UBC HR. Coordinates reimbursement for retirement gifts.
  • Responsible for Vacation Management program within the Library, ensuring compliance with UBC policy and collective agreements. Ensures communications to staff and librarians are timely and annual reconciliations and entitlement calculations are accurate.
  • Maintains specific financial information on recruiting and other HR expenses and provides regularized reports to the Director. Processes invoices.
  • Compiles, maintains, and updates a wide variety of information and employee data as it relates to both Librarians and staff. Establishes tracking systems for gathering information for decision making. Produces reports as requested.
  • Creates and maintains electronic and paper files including source documents for all Library employees including all materials relating to recruitment and selection and is responsible for file management and retention or disposal of files.
  • Enters data and uploads job descriptions to Library Employee Directory. Maintains and updates organizational charts. Maintains related documentation on the Library HR website and intranet. Prepares Weekly Staff Updates.
  • Responsible for Library HR email account. Responds to inquiries and forwards to HR team members as appropriate.
  • Provides support to HR unit for general admin matters including calendars, printer, meeting/catering arrangements, a/v bookings and room bookings as required.
  • Performs other related duties as required.


Consequence of Error/Judgement

The Library Human Resources Department handles a large volume of complex and confidential matters. Inappropriate management of confidential documents and information could have an adverse effect on faculty, staff, students and/or UBC Library. This position works independently under minimal supervision and seeks clarification on complex issues or problems of an interpretive nature. 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. Job tasks require ongoing prioritization. Failure to meet deadlines or errors in work could result in delay of pay or inaccurate records and have a negative impact on the reputation of UBC Library HR. Compiles, interprets and evaluates information to occasionally resolve moderately complex problems. This position requires a high degree of professionalism; individual must deal with faculty, staff and students in a courteous manner.

Supervision Received

Reports to the Manager and receives functional direction from the Director, Human Resources and the Human Resources Coordinator with regard to human resources activities and processes.

Supervision Given

Is not required to supervise. May explain work procedures to new or inexperienced staff.

Minimum Qualifications

High School graduation, plus two year post secondary diploma, plus four years of related experience, or an 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

Knowledge of University policies and procedures relating to human resources and finance matters preferred. Familiarity with payroll preferred. Familiarity with the CUPE 2950 Collective Agreement, AAPS, and Faculty Agreement preferred. Strong organizational skills and ability to prioritize workload required. Ability to effectively use email, word processing and database applications at an intermediate level (MS Office, Workday preferred). Ability to recognize, respect and work effectively with individuals and groups with diverse perspectives and backgrounds. Takes initiative in learning about language and issues relating to equity and diversity. Ability to develop and maintain cooperative and productive working relationships and engage in workplace culture. Ability to recognize and appreciate the contributions of colleagues. Committed to demonstrating respect to colleagues at every level by trusting in their abilities and knowledge to perform their roles and earning respect through meeting commitments. Models and demonstrates good communication through active listening and appreciative inquiry and open to providing and receiving timely, constructive feedback. Listens to, encourages and expresses creative and innovative ideas. Open to experiment and improvise with new ways of approaching processes, tasks or problems. Ability to understand and apply policies, procedures and instructions. Ability to prioritize and work effective under pressure to meet deadlines. Ability to efficiently and effectively coordinate tasks. Ability to gather, record and organize information. Ability to identify and correct missing and incomplete data. Ability to communicate effectively verbally and in writing. Ability to identify and respond to sensitive issues with discretion. Ability to exercise tact and discretion. Ability to maintain accuracy and attention to detail.