HR and Admin Coordinator

Job Summary
The HR and Administration Coordinator is responsible for HR processes for students, faculty and staff appointments, faculty recruitment, promotion and tenure. This position will also provide executive administrative support to the department Director and is responsible for coordinating the flow of information and day to day activities, ensuring accurate and timely delivery of administrative services.

Organizational Status

The Michael Smith Laboratories is an interdisciplinary research unit that supports 25+ faculty members with joint-appointments spanning five UBC Faculties in 16 academic departments. Influential research is carried out in the areas of human health and disease, bioengineering, plant biology and genomics, computational biology, and science education. Faculty have research activities and personnel appointments in many different units, making it essential for constant liaison between Faculties and Departments. The MSL currently supports 350 students, research personnel, faculty and support staff.

This position reports to the Administrative Manager and the Director of the Michael Smith Laboratories. The incumbent will interact and communicate regularly with faculty, department staff and other unit personnel. They will liaise with members of the Faculty of Science Dean’s office, as well as other Faculties, Human Resources, Faculty Relations, Financial Services, and other key stakeholders and support staff across the university.

Work Performed

• Carries out the full-cycle appointment, reappointments, costing allocations, salary increases, promotions, transfers, terminations, leave of absences etc. for students, staff, faculty in bargaining and non-bargaining employment groups (e.g. postdoctoral fellow, RAs, admin stipends, and visiting scholar). Tracks and follow-ups on problems related to appointments and processing.
• Assists with development of job descriptions in conjunction with manager, consulting with UBC Compensation or Faculty Relations as required. Prepares and posts advertisements, offer and immigration documents. Coordinates and participates in interviews as needed.
• Responsible for ensuring sufficient funding to support appointments and solicits appropriate financial approvals for workflow, verifies salary entitlement, benefits eligibility and employee eligibility for the role.
• Assists with the administrative process for tenure-track faculty searches and appointment process for faculty hires, and adjunct/affiliate faculty.
• Coordinates complex faculty reappointment, and promotion & tenure review. Compiles documents and contacts referees for evaluations on candidates. Advises Director and faculty members on appropriate processes per the SAC Guide and Collective Agreement. Arranges faculty standing committee meetings to vote on faculty appointment, reappointment, promotions and tenure.
• Advises faculty and staff on applicable collective agreements terms, including limited interpretation (e.g. sick and vacation accruals, notice periods, posting deadlines, etc.).
• Maintains an efficient and accurate physical and electronic filing system for all HR transactions and personnel and maintains HR procedures folder on the secured network.
• Acts as the personal and confidential executive assistant to the department Director. Establishes and prioritizes scheduling of appointments and meetings for the Director while exercising judgment and ensures that tasks are completed within the specified timeframe.
• Coordinates items requiring approval and/or signature by Director. Ensure urgent matters are brought to the attention of the Director. Arranges for a faculty acting-Directors during Director’s absence.
• Maintains the Director’s curriculum vitae and speaking biographies, as well as for other faculty as requested.
• Coordinates and schedules monthly faculty meetings, department committee meetings, retreats, and provides high level executive assistance for external department reviews. Participates in the establishment of timelines and outcomes, preparing and distributing agendas and supporting documents, taking meeting minutes, catering and follows up on identified action items to completion.
• Makes travel arrangements including airline, accommodation, ground transportation, and itineraries. Prepares and submits reimbursement for travel expenses.
• Coordinates aspects of grant application submission, including building out a timeline for submission, compiling proposal components, following submission guidelines on formatting, liaising with co-applicants on materials, and acquiring necessary signatures.
• Helps to monitors the social environment and participate in developing systems to ensure regular social activities are planned that contribute to staff team building.
• Assists the Administrative Manager on special projects.
• Assists as back up to other department staff who are on vacation, or sick leave.
• Performs other duties related to the qualifications and requirements of the job as assigned.

Consequence of Error/Judgement
This position requires a high degree of confidentiality, diplomacy and accuracy. The Director relies on the accuracy and timely scheduling of meetings and travel arrangements. Must uses tact and discretion when gathering or sharing confidential and/or sensitive information. Poor judgment or execution in HR functions could impact an employee's employment or immigration status. Errors could negatively impact the operations and reputation of the department and result in missed opportunities and inefficient use of resources.

Supervision Received
Works independently under general managerial direction from the Administrative Manager and Director. Work is reviewed in terms of adherence to policies and procedures, timely completion, and quality of results. Exercises independent judgement in selecting and interpreting information, and when necessary, refers to or discusses problems with Administrative Manager and Director, especially if the problem/issue is recurring or requires action that deviates from standard practices.

Supervision Given
Trains staff on workflow and procedures.

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

In depth knowledge and experience with the University’s HR processes and systems is highly preferred Workday and the former HRMS modules. Experience with office administration in a grant funded research setting an asset. Experience and high level of competence required with Microsoft Office skills Word, Excel, Outlook. Experience with developing and maintaining file systems.

• Strong ability to maintain accuracy and attention to detail.
• Excellent organizational skills, including the ability to prioritize work, multi-task, schedule and meet deadlines.
• Solid judgment and a proven ability to maintain confidentiality, tact and discretion.
• Effective oral and written communications, with the ability to compose clear and grammatically correct correspondence and business documents.
• Proactive and cognizant of conflicting priorities, with the ability to advise on resolutions
• Ability to deal with a diversity of people in a calm, courteous, and effective manner.
• Ability to create and accurately maintain records and filing systems.
• Ability to anticipate problems and issues and plan ahead.

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