Human Resources Coordinator

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

Job End Date

This is a leave replacement role for 18 months.

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 Department of Mechanical Engineering is a mid-sized academic unit on the Vancouver Point Grey Campus, on the unceded traditional territory of the Musqueam people.  It has more than 500 undergraduates, 200 graduate, 40 faculty, and 20 core staff.  It Is known for outstanding learning opportunities at both the undergraduate and graduate level, and as a fulfilling and welcoming place to work.   

All of our work is shaped by our values: professionalism and integrity; scholarship and teaching excellence; commitment to students; partnerships and collegiality; initiative, innovation, and willingness to change; community, the environment, and sustainability. We hold these values as an integral frame of reference to inform our decisions and actions at every level and in every situation. 

 
Provides coordination and administrative oversight of complex human resources functions within the Department of Mechanical Engineering. The position is responsible for coordinating departmental HR operations and administering a broad range of human resources processes for faculty, staff, and student employees, including recruitment, appointments, onboarding, payroll administration, employee lifecycle activities, and collective agreement administration. Oversees complex HR workflows, including the faculty Appointment, Reappointment, Promotion and Tenure (ARPT) process, Teaching Assistant administration, and Workday HR transactions. Provides confidential advice to faculty, managers, and employees on HR policies, procedures, and collective agreements, while ensuring compliance with University policies, legislative requirements, and operational objectives.
Organizational Status

Reports to the Manager, Human Resources. Works as a member of the Department of Mechanical Engineering Administration team. All members of the team support each other and will have tasks assigned and/or distributed as necessary by the Manger, Human Resources. Liaises with staff in the Dean's office, central Human Resources, Faculty Relations, Payroll and IT.
Work Performed

HR Operations and Administration

• Provides confidential HR advice and front-line support to faculty, staff, managers, and student workers on recruitment, selection, onboarding, and general employee lifecycle matters, as well as UBC human resources policies, procedures, and practices.
• Advises managers and supervisors on the interpretation and application of relevant collective agreements, including CUPE 116, CUPE 2950, CUPE 2278, and the Non-Union Technicians Association Agreement, as well as applicable University policies and procedures, escalating complex matters to the Manager, as required.
• Oversees departmental Workday HR administration including maintaining upcoming termination report, maintaining employee records, monitoring appointment expiries, resolving system discrepancies in collaboration with the Integrated Service Center (ISC), and processing salary changes and earning distribution updates.
• Develops and maintains HR documentation, procedures, employee records, and tracking systems to support reporting, compliance, and operational decision-making.
• Ensures all payroll-related documents and information for employees and student workers (pay, costing allocation, dates, etc.) are correct and conform to internal and external regulations, including collective agreement, UBC HR policy, ESA, CRA, WorkSafe BC, and all other relevant legislation.
• Coordinates and monitors employment lifecycle activities, including performance reviews, probationary periods, appointment end dates, salary progression, and notice periods, initiating follow-up actions as required.
• Coordinates and oversees departmental HR administrative workflows by establishing priorities, monitoring service levels and workflow timelines, identifying process improvements, resolving complex administrative issues, and ensuring HR processes are completed accurately and in compliance with University policies, collective agreements, and applicable legislation.

Faculty Support

• Coordinates of HR and administrative processes for the recruitment, appointment, reappointment and onboarding of all research, teaching, honorary, and visiting faculty. Process LMIA-except applications, as required.
• Coordinates all administrative aspects of the Department's Appointment, Reappointment, Promotion and Tenure (ARPT) process, including scheduling, committee support, documentation, correspondence, tracking timelines and tenure clocks, collect referee letters and prepare dossiers documents for review by departmental and University committees.
• Coordinates annual faculty review, merit, sabbatical, and leave processes by maintaining schedules, arranging meetings, processing leave applications, collecting required documentation, and monitoring reporting requirements.
• Assists with faculty recruitment activities, including advertising, applicant administration, interview logistics, confidential documentation, travel arrangements, and search committee support.

Teaching Assistant Support

• Acts as the department's primary resource on Teaching Assistant appointments by advising faculty, managers, and administrators on the CUPE 2278 Collective Agreement, University policies, hiring procedures, payroll administration, Workday processes, and student employment requirements.
• Coordinates the Department's Teaching Assistant recruitment and appointment processes, including managing hiring systems, processing Workday transactions, supporting instructors throughout recruitment, and monitoring appointment changes.
• Coordinates Teaching Assistant orientation and training activities, maintains related website content, tracks mandatory training completion, and maintains departmental evaluation records and reports.
• Assists Teaching Assistants with problems regarding expiring permits and liaises with UBC Immigration specialists on complex cases.
• Works closely with the Associate Head of Teaching on requests for changes in TA hour allocations.

Other Duties:

• Serves as a Building Warden by directing occupants to designated exits and safe assembly areas during emergency situations. Participates in required emergency preparedness training and supports departmental emergency response procedures.
• Performs other related duties and special projects as assigned, consistent with the scope and classification of the position.

Consequence of Error/Judgement

This position is responsible for ensuring that all information processed within Workday is authorized, accurate, appropriate, and supported by appropriate documentation. The incumbent must provide accurate information and recommendations in a respectful, timely, and professional manner.

The work involves highly sensitive payroll, HR, and employment-related information, requiring a high degree of accuracy, discretion, and sound professional judgment. Errors in processing or judgement could result in incorrect employee payments, delays in HR transactions, or adverse impacts on employment status, including immigration-related implications.

The incumbent is expected to exercise tact and discretion when handling confidential and sensitive information. Inappropriate judgment or errors in execution may negatively impact departmental operations, reputation, and employee trust, as well as result in inefficient use of resources or missed deadlines.
Supervision Received

Works independently under broad direction. Works under the general direction of the Manager, Human Resources.
Supervision Given

Formally trains new staff on work procedure. May supervise temporary staff and student employees.
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

• High school graduation and completion of a two-year post-secondary diploma required. A university degree in Business Administration, Human Resources, or a related discipline is strongly preferred.
• A minimum of three years of related experience, or an equivalent combination of education and experience.
• Experience working with university human resources and administrative systems is an asset. Knowledge of UBC policies and procedures and Workday is preferred.
• Experience with faculty HR processes, including the Appointment, Reappointment, Promotion and Tenure (ARPT) process, is an asset. Knowledge of faculty relations best practices and employment standards legislation is required.
• Strong attention to detail and high level of accuracy are required.
• Ability to prioritize workload, manage multiple demands, and meet tight deadlines in a high-volume environment.
• Ability to adapt to changing priorities and work effectively under pressure during peak periods.
• Excellent oral and written communication skills, with the ability to prepare clear and concise business correspondence.
• Strong interpersonal, analytical, problem-solving, and organizational skills.
• Ability to exercise sound judgment, tact, and discretion when handling confidential and sensitive information.
• Strong customer service skills with the ability to interact effectively and professionally with a diverse range of individuals.
• Ability to work both independently and collaboratively in a team environment.
• Proficiency in intermediate-level computer applications, including word processing, spreadsheets, and database systems.