HR & Operations Support

Responsible for providing HR, academic and operational support to the Institute for the Oceans and Fisheries (IOF). The incumbent will also provide support to the Director and the Manager, Admin & Operations. The incumbent will work as part of the core administrative team to maintain a high standard of operation.

Organizational Status

Reports directly to the Manager, Admin & Operations. Works closely with the Core support team and the Director. Supports a variety of operation processes for the IOF. Liaises directly with individuals in Human Resources, Faculty Relations, Payroll, Building Operations, UBC IT, and other University departments as well as the Faculty of Science Dean’s Office.

Work Performed

HR support:

Supports all aspects of the HR cycle for faculty, research associates, postdoctoral fellows, staff and student employees by:

-Serves as the primary recruiter in Workday by creating positions, entering job descriptions, creating job requisitions and posting jobs (internally and externally).

-Supports the hiring process for new staff, Postdocs and Research Associates by scheduling interviews, preparing interview packages for the selection panel, coordinating in-basket testing and scheduling reference checks.

-Creates offers of employment in the Service Canada IRCC database and obtains and issues LMIA-exempt documentation for foreign Post-Doctoral Fellows and visiting faculty.

-Supports faculty search committees by arranging meetings, scheduling potential candidates for Zoom interviews and later for in-person interviews. Organizes their visits, including travel and accommodation arrangements. Prepares itineraries, organizing seminar times, locations and equipment. Organizes catering. Creates and maintains a database of each faculty search.

-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 Director, Committee members, Administrator, HR Manager and Faculty Relations. Schedules and coordinates the Committee on Tenure and Promotion and prepares required support materials. Assists with documentation for Labour Market Impact Assessment for foreign hires as required during searches for Research Associate and faculty positions.

-Initiates new appointments for and coordinates the reappointment process for Honourary, Affiliate and Adjunct faculty, as well as Associate Members.

-Initiates faculty, staff and student reappointments, compensation changes, costing allocation changes and other business processed in Workday.

-Maintains a Workday tracking sheet of all request, including future actions and tracking of probationary and MPI dates.

-Runs a monthly report of upcoming termination dates and follows up with supervisors regarding reappointment details or end of job details.

-Assists and maintains complete and confidential personnel files for all IOF personnel including honourary appointees.

-Answers inquiries and provides advice based on research of UBC Policies Agreements and websites

Academic support:

-Serves the IOF TRep (Timetable Rep) by liaising with faculty to confirm course details for upcoming terms, including securing an updated syllabus for each course. Sets up FISH course and then schedules them using the Web Data Collector (WDC), Scientia and Workday.

-Coordinates on-line teaching evaluation process for faculty.

-Complies reports utilizing statistics available in Course Evaluation database, generates and compiles reports for the Director.

Operational support:

-Organizes the calendar of the Director and the Manager, Admin & Operations by scheduling meetings and appointments, identifying and communicating high priority requests, and coordinating with other schedules.

-Provides administrative support for special departmental projects initiated by the Director or Manager, Admin & Operations. Researches and compiles information from a variety of sources into reports and summaries. Assists with preparation of various reports and documents as required such as External Review documents.

-Initiates and prepares agendas, attends and records minutes of department meetings, committee meetings, and ad hoc meetings as assigned, distributes minutes, follows up on actions required in a timely and efficient manner.

-Oversees access control for the IOF by ordering and approving key requests and granting electronic access through the Access Control Management System (ACMS).

-Submits and follows up on work requests and trouble calls with Building Operations and the Facilities Manager assigned to the Science quadrant.

-Responsible for reception duties, mail, networked copiers, supplies inventory, room bookings, the UBC On-line Directory and departmental FASmail lists.

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

-Acts as backup for other core staff during busy periods, vacations or other leaves of absence.

Consequence of Error/Judgement

Exercises independent judgement in selecting and interpreting information, and reconciling deviations from standard methods. The position requires a very organized, accurate and focused individual with a professional attitude. Errors or missed deadlines could result in delays in appointments and cause financial hardship, or the loss of awards. Poor judgement could have an adverse effect on the IOF and the University.

Supervision Received

Reports directly to the Manager, Admin & Operations. Working independently under broad direction, the incumbent establishes priorities for completion of tasks. Uses initiative, interpretation, and/or ingenuity to identify potential or actual problems, investigate causes, and resolve problems.

Supervision Given

Formally trains new staff on work procedures, including Workday. Oversees the day-to-day work of Work-Learn students.

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

Excellent oral and written communication, interpersonal and organizational skills. Ability to compose complex correspondence and prepare reports in clear concise business English, and to draft complex correspondence for signature. Ability to take and transcribe accurate meeting minutes Ability to effectively use Word, Excel, PowerPoint, Outlook and Workday, preferred at an intermediate level Ability to maintain accuracy and attention to detail Ability to work both independently and in a team environment and to bring energy, motivation and enthusiasm to the job Demonstrated ability to prioritize work, multi-task and work under pressure to meet deadlines in a hectic environment, exercising confidentiality, sensitivity, tact and discretion Demonstrated ability to take initiative, exercise good judgment and resolve problems. Ability to effectively resolve client complaints in a calm, non-confrontational manner, and by exercising sound judgment. Ability to obtain and disseminate information effectively and tactfully with individuals from all levels of the University and the external community. Ability to plan, schedule and organize a variety of complex events such as conferences, visits by officials, receptions, and off-site executive-level meetings. Ability to comprehend and interpret University manuals, handbooks, and reports.