Employee Relations Coordinator and Executive Assistant to the AVP

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Job End Date

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

This position is subject to the satisfactory completion of required background checks.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career. 

Job Description Summary

The Employee Relations Coordinator and Executive Assistant to the the AVP manages day-to-day operations and projects related to confidential staff grievances and collective bargaining and supports the Employee Relations Team and the Associate Vice-President, Human Resources (Labour Relations and HR Policy).

Organizational Status

Reports to the Director, Employee and Labour Relations.

Work Performed

Employee Relations Coordinator:

• Prepares a variety of sensitive and confidential materials including correspondence, reports, documents relating to the administration of the collective agreements and other agreements, and handbooks governing conditions of employment.
• Manages all administrative functions within Employee Relations. Includes problem-solving, project planning and management, and development and execution of identified goals, priorities and objectives. Develops project ideas, recommends project priorities, and leads stakeholder discussions.
• Conducts needs assessments and determines requirements for all stakeholders in order to establish, or improve, systems, both procedural and electronic.
• Provides financial and costing analysis for Employee Relations, including creating reports for bargaining and other projects or processes.
• Manages records for the Employee Relations team including: LRB decisions, arbitration decisions, union settlements, legal opinions, collective bargaining notes and official agreements.
• Creates databases for purposes such as grievance tracking, termination tracking, union leave tracking, and legal fees tracking. Conducts analyses of material to provide year-over-year comparisons and identification of significant issues.
• Effectively leverages Workday as the employee file of record for UBC, and the use of case management systems in order to produce regular and ad hoc reports. Performs analysis of complex data, making recommendations on reports for a variety of purposes.
• Exercises initiative and appropriate judgement and discretion when considering requests for reports for other units or third parties.
• Receives requests from Office of the University Counsel in regards to requests under the Freedom of Information and Protection of Privacy Act (FIPPA). Determines the appropriateness of documents and produces and sends employee records according to the request within identified deadlines.
• Manages all administrative processes related to collective bargaining and creating documentation for the collective bargaining process. Works closely with the Employee Relations team to ensure compliance with government processes and obligations to the Board of Governors.
• Provides backup for Human Resources administration team and the HR Service Centre and performs other related duties as required
• Prepares a variety of sensitive and confidential materials including correspondence, reports, documents relating to the administration of the collective agreements and other agreements, and handbooks governing conditions of employment.

Executive Assistant to the AVP:

• Manages the AVP’s calendar determining urgency and importance within a number of complex restraints.
• Writes or initiates draft confidential communications on behalf of the AVP.
• Working with the Executive Assistant to the Vice-President, Human Resources, assists in preparing and coordinates reporting to the Board of Governors and UBC Executive on behalf of the AVP, and ensures deadlines are met. Research, drafts, edits, proofreads, and formats reports as required with strong attention to detail, and develops presentations.
• Provides recurring and ad hoc reporting based on available data across the AVP portfolio.
• Builds relationships with other administrators and executive assistants in the University.
• Provides coverage and mentorship to the other assistants of the VPHR Administration team as required.

Consequence of Error/Judgement

Failure to maintain confidentiality or to exercise appropriate discretion may compromise sensitive employee relations initiatives, or negatively impact upon the University s relationship with union representatives. Inaccuracies in prepared materials may cause delays in grievance or layoff/recall procedures. Incorrect information provided in response to enquiries may jeopardize grievance or layoff/recall processes or cause embarrassment to the Human Resources Department.

Supervision Received

Works under limited supervision. Work is assigned by Executive Director, Employee and Labour Relations and Employee Relations Managers and Advisors. Performs most duties independently, but refers unfamiliar or complex problems to the Executive Director or to the appropriate Employee Relations team member.

Supervision Given

None

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the 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 labour relations practices and procedures and collective agreements an asset.
• Strong working knowledge of word processing (MSWord), spreadsheets (Excel), databases and other applications (e- mail, HRMS FMIS & Microsoft Outlook).
• Excellent organizational skills.
• Excellent oral and written communication skills.
• Ability to write correspondence and format various reports.
• Ability to establish and maintain effective working relationships with client departments and union representatives.
• Ability to work in a team and to collaborate with others. Ability to deal with issues requiring sensitivity.
• Ability to exercise tact and discretion.
• Ability to work under pressure and to meet deadlines