HR and Administrative Assistant

Job Summary
Responsible for providing senior HR and Administrative support to the department, predominantly focused on HR general support assisting human resources staff with complex projects and activities including faculty promotion and tenure and department external academic reviews. Work also includes performing a wide range of general office administrative tasks such as assisting with communications and document coordination coordinating schedules and meetings, and performing reception duties. This position acts as the first point of contact at the reception desk for the Department of Zoology, assisting faculty, staff, students, visitors and the general public. The incumbent will work as part of the administrative team to maintain the high standard of operation.

Organizational Status
Reports directly to the Office Manager for day-to-day supervision and Director, Administration and Operations for all administrative matters. Works closely with the Department Head, Administrator, and HR Manager. Supports a variety of administrative processes for the department.

Work Performed

Responsibilities include but are not limited to:

HR support:

-Assists HR Manager with all aspects of the HR cycle for faculty, postdoctoral fellows, and staff.

-Creates on-line job postings and posts external ads.

-Provides support with the hiring process for new staff by scheduling interviews, preparing interview packages for the selection panel, coordinating in-basket testing and scheduling reference checks.

-Assists with human resources process, such as backup primary recruiter for faculty and staff hiring; enters job descriptions, creates job requisitions and posts jobs, initiates faculty/staff hires/reappointments in Workday.

-Under the direction of HR Manager, handles the Postdoctoral Fellow appointment process; drafts offer letters for postdoctoral fellows’ appointments, circulates offer letters for signatures, and processes the position in Workday.

-Coordinates and schedules faculty searches and assists search committee in soliciting reference letters for shortlisted candidates.

-Arranging meetings for search committees, scheduling potential candidates for interviews and organizes their visits including travel and accommodation arrangements for candidates, and scheduling and organizing seminar times. Prepares itineraries and schedules, distributes information and organizes catering. Creates and maintains a database of each faculty search.

-Processes applications, liaises with applicants, and schedules interviews, travel, hospitality, and accommodations.

-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 Head, Committee members, Administrator, HR Manager and Faculty Relations. Schedules and coordinates the Committee on Tenure and Promotion and prepares required support materials.

-Assists and coordinates appointments and reappointments of Honorary and Adjunct faculty, and Associate Members.

-Assists and maintains complete and confidential personnel files for visiting faculty, honorary, adjunct faculty, and postdoctoral fellows.

-Assists with documentation for Labour Market Impact Assessment for foreign hires as required.

-Answers inquiries and provides advice within limited interpretation of UBC policies and agreements.

Administrative support:

-Composes letters and memos in accordance with established procedures for Department Head’s signature.

-Prepares, formats, edits, proofreads, and distributes a variety of documents, including reports, surveys, and department communications

-Books appointments, schedules meetings, and maintains the Head’s schedule. Organizes the calendar of the Head and/or the Administrator by performing duties such as scheduling meetings and appointments, identifying and communicating high priority requests, and coordinating with other schedules.

-Coordinates on-line Teaching evaluation process for Faculty members and distributes Teaching Evaluations for TA’s each term.

-Complies reports utilizing statistics available in Course Evaluation (SEoT) Reports and monitors the on-line Student Evaluation of Teaching (SEoT) data, works with the Head on the faculty teaching evaluations, ensures timely delivery of teaching evaluations, analyze the faculty teaching evaluation statistical data, generates and compiles reports for the Head.

-Liaises with department faculty and staff, in particular the Head and Administrator, as well as Faculty Relations, Faculty of Science Dean’s Office, and other units on campus, as necessary throughout the above processes.

-Arranges travel and accommodation for external visitors. Coordinates and prepares visitor itinerary. Liaise with visitors in a polite and respectable manner and chaperones them on campus as needed.

-Provides administrative support for special departmental projects initiated by the Head and/or Administrator. Supports departmental committees and seminars as assigned.

-Researches and compiles information from a variety of sources into reports and summaries for the Head, Administrator, and Office Manager. Assists with preparation of various reports and documents as required.

-Schedule and organizes department meetings, such as faculty meetings, department seminars and symposiums. Tracks attendance, makes catering arrangements and takes meeting minutes.

-Initiates and prepares agendas, attends and records minutes of department meetings, committee meetings, and ad hoc meetings, distributes minutes, follows up on actions required in a timely and efficient manner. Acts as admin moderator during the in-person and virtual meetings.

-Responsible for booking rooms for internal and external requests.

-Using Workday, initiates financial transactions such as expense reports.

-Assists the Office Manager and Administrator on projects as required.

-Sorts and distributes incoming mail and packages, and prepares outgoing mail for pickup by campus mail staff. Delivers documents to campus locations as needed.

-Serves as resource person for the department’s photocopiers and fax machines, and other office machines including ordering supplies, troubleshooting, placing service requests, and training users on the equipment as needed.

-Monitors inventory of office stationery and supplies, places regular orders to maintain stock and special orders as necessary.

-Distributes emails for seminars, lectures and other announcements, as well as creates and posts posters for departmental bulletin boards to ensure personnel are informed of current information and events.

-Interacts with co-workers, department personnel and visitors in a pleasant, courteous manner.

-Presents to the public the first impression and image of the department in a professional, competent and service oriented manner. Provides information to both internal and external stakeholders.

-Answers the main office telephone and administers the department general email address. The incumbent addresses general inquires and directs calls/emails to the appropriate person in a timely manner. Exercises tact and discretion in responding to requests for information both in person, emails and over the phone.

-Acts as backup for other administrative office support services in case of busy periods, vacations or other leaves of absence.

Consequence of Error/Judgement
Working within general guidelines, applies knowledge of procedures and regulations to establish priorities. Errors or missed deadlines could result in delays in appointments and cause financial hardship, or the loss of awards. Required to exercise judgment and tact in dealings with others on the telephone, in person and by e-mail. Poor judgement could have an adverse effect on the Zoology Department. The position requires a very organized, accurate and focused individual with a professional attitude. The incumbent is the face of the department and failure to act in a professional manner would have a negative impact on the Department and the University.

Supervision Received
Reports directly to the Office Manager for day-to-day supervision and Director, Administration and Operations for all administrative matters. Works closely with the Department Head, Administrator and HR Manager.

Supervision Given
None.

Minimum Qualifications
High School graduation, plus a 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 UBC policies and procedures required. Significant experience and at least 4 years of experience in the area of human resources as well as experience with UBC systems, policies and procedures. Experience with HR and faculty promotion and tenure and postdoctoral fellow appointment processes required. Possesses the knowledge and practical skills required to keep HR issues confidential and personal data secure. Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English. Ability to exercise tact and discretion. Ability to communicate effectively in writing and verbally. Ability to effectively resolve client complaints in a calm, non-confrontational manner, and by exercising sound judgment. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to operate job-related equipment. Ability to take and transcribe accurate meeting minutes with a short turn-around time. Ability to work in a team environment. Ability to work with minimal supervision. Computer experience required at an intermediate level (Word, Excel, UBC SISC/FSC, Workday).

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