Human Resources Assistant

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

Job End Date

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 Summary

The Human Resources (HR) Assistant works as part of a team providing support to a portfolio of units within the VP Academic & Provost (VPA) portfolio.  The main functions of the role coordinates and provides senior level administrative support on complex Human Resources functions and administrative tasks related to staff appointments. This includes all human resources administrative tasks related to staff employee life cycles including (but not limited to): recruitment, onboarding, promotions, leaves, and layoff/terminations. The Human Resources Assistant will also provide front line support to administrators and managers, as well as staff employees for HR related queries.

This role works closely with the other HR Coordinator in the portfolio, and supports the VPA HR team as needed.  Will also provide backup support to the HR team within the VP Academic & Provost portfolio.

Organizational Status

Reports to the Senior Human Resources Manager. Works collaboratively with the HR Coordinators and within the portfolio and maintains a close working relationship with Central Human Resources, Payroll, and other UBC departments as necessary.

Work Performed

Workday Business Processes:

• Initiates all Workday business processes related to full-cycle HR tasks related to recruitments, appointments, salary and costing allocation changes, promotions, transfers, leaves, resignations, retirement, etc., for staff using Workday.
• Collects and organize documentation for new hires and departing employees, including employment information and resignation letters; assist supervisors with onboarding and offboarding processes.
• Maintains data integrity in Workday by inputting and updating employee demographics, salary information and more.
• Prepares and review reports from Workday on a monthly (or other appropriate interval) basis; follow up on action items as needed.
• Resolves complex issues related to payroll, appointment data, employee classifications, and other related matters.
• Participates in training for Workday, develops expertise in Workday HR business processes and provides recommendations on changes to internal BP’s.
• Provides training on Workday business processes and administrative functions to clients.

Human Resources Support:

• Supports the VPA HR team with all appointment/reappointments for staff within the portfolio, ensuring documentation aligns with UBC and VPA policies, procedures and guidelines.
• Maintains a proactive system for staff appointments/reappointments, term end dates, promotions, leave of absences, working notices, probation, salary increases, vacation tracking, statutory holiday pay for part-time staff and more.
• Supports the VPA HR team with drafting, posting, and tracking staff job postings, ensuring compliance with UBC policies, employment standards, and collective bargaining agreements.
• Supports the VPA HR team with staff job description classification and collaborate with HR Coordinators to resolve any related issues and ensure staff positions are correctly classified and/or advertised in Workday.
• Assist the VPA HR team with staff recruitment, which may include arranging interviews, and coordinating with Hiring Solutions.
• Provide information and general advice, including interpretations of collective agreements and handbooks, on topics including, but not limited to, salary increases, hiring processes, attendance, vacation and sick leave benefits.  Escalates more complex cases to HR Coordinators.
• Maintain up-to-date knowledge of current human resources policies, guidelines, and procedures for staff appointments.
• Develops and maintains relationships with client departments, providing excellent proactive customer service
• Assists on special projects within the portfolio.
• Assists with planning, developing, organizing, and implementing human resources activities within the portfolio.

Perform other related duties as required.

Consequence of Error/Judgement

Works autonomously under broad direction. Exercises judgment based on an understanding of procedures, guidelines and regulations particularly when interpreting information where standard guidelines are absent.  Any of these outcomes may have significant financial consequences for client departments, may have a negative impact on the University's relationship with unions and associations and/or may contribute to an unfavorable public image of the University. Failure to deliver services to departments in a timely and accurate manner may result in a disruption of client department operations and dissatisfaction with the HR department.

Supervision Received

Reports to the Senior Human Resources Manager and works closely with the HR Coordinators and HR Managers within the portfolio.

Supervision Given

N/A

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

• Human resources experience preferably in a complex, unionized environment.
• Thorough knowledge of current Human Resources Management practices.
• Knowledge of provincial and federal legislation governing employers' Human Resources practices.  Experience with Workday an asset.
• Ability to maintain accuracy and attention to detail.
• Ability to communicate effectively verbally and in writing.
• Ability to determine the nature and urgency of inquiries and issues, and triage appropriately.
• Ability to interpret and apply collective agreements in a complex, unionized environment.
• Ability to develop and maintain cooperative and productive working relationships.
• Ability to exercise tact and discretion when working with information of a confidential or sensitive nature. Ability to work effectively independently and in a team environment.
• Ability to deal with a diversity of people in a calm, courteous, and effective manner.
• Ability to analyze problems, identify key information and issues, and effectively resolve.