Human Resources Coordinator

 

Staff - Union

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Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - HR Admin Clerk 4 (Gr8)

Job Title

Human Resources Coordinator

Department

Human Resources Support | School of Biomedical Engineering | Faculty of Medicine

Compensation Range

$4,601.00 - $4,953.00 CAD Monthly

Posting End Date

July 31, 2023

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

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 Description Summary

The School of Biomedical Engineering (SBME) is a partnership between the Faculties of Medicine and Applied Science. The School is a nucleus for education and training, research, and innovation in biomedical engineering; creating new knowledge, new academic and training programs, and fostering translation and innovation. The School is currently responsible for 350+ undergraduate students, 140+ graduate students and 30+ faculty. Over time, the School will be responsible for as many as 550+ undergraduate students, 200+ graduate students and 40+ faculty.

The Human Resources Coordinator coordinates Human Resources functions within the School. This position is responsible for coordinating all Human Resources functions, including, recruitment, hiring, and appointment/reappointment processes for staff, student, postdoctoral fellows, research associates and honorary faculty within the School.

The incumbent is also responsible for completing all administrative clerical tasks regarding human resources and personnel management for the School relating to Faculty, Staff and Students.

Organizational Status
This position reports to the Senior HR Manager in SBME. The Senior HR Manager directly supervises this role with oversight from the Director of Strategic Planning & Operations. The incumbent also receives direction from the Human Resources Manager.

The incumbent communicates regularly with the School‘s faculty and staff, as well as staff from the Faculty of Medicine (HR and Finance), Faculty of Applied Science (HR), central Human Resources and Payroll.

Work Performed

• Provides information to faculty and staff on current UBC human resources policies and practices, such as attendance and leave management, vacation and sick leave benefits, appointments and reappointments.
• Advises faculty and staff on applicable collective agreements terms, including limited interpretation (e.g. sick/vacation accruals, notice periods, posting deadlines, etc.).
• Responsible for the full-cycle appointment and termination activities for all staff, faculty and students within the School, including preparing, verifying, processing and tracking staff, student and non-bargaining faculty (e.g. post-doctoral fellow and visiting scholar) appointments and other employee changes using Workday.
• Responsible for ensuring funding for each appointment and coordinating with administrators for alternate worktags.
• Records and manages HR procedures.
• Assists Senior HR Manager and Director, Strategic Planning and Operations, and Human Resources Manager on projects.
• Enters job descriptions, updates and maintains hiring documents and other required data into UBC systems, such as Workday as well as submits job descriptions for classification and processes hires according to established guidelines.
• Prepares, verifies and processes full-cycle paperwork related to appointments, reappointments, funding transfers, salary increases, promotions, transfer and severance notices, leave of absences etc. for all appointees within the School, including staff, students, faculty, research associates and post-doctoral research fellows. Tracks and follow-ups on problems related to appointments and processing.
• Provides proactive support for appointments ending to ensure payroll accuracy.
• Assists with staff recruitment activities, which include short listing candidates, scheduling employment interviews and testing, participating on interview panels, completing reference checks and preparing offer letters.
• 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.
• Responsible for running and maintenance of 3 month ending reports, ensuring all appointments are extended without a break in pay and maintaining database by entering, updating and retrieving data.
• Responsible for communicating with Payroll, Human Resources, and Dean s Office to investigate and solve complex payroll and personnel discrepancies.
• Ensures integrity of employee records when entering data (Workday), updating, and retrieving data as well as with the maintenance of paper files.
• Prepares complex reports and analysis.
• Maintains all personnel data in Workday.
• Maintains and updates electronic mailing lists and corresponding spreadsheets for SBME faculty, staff and students.
• Assist Senior HR Manager and Human Resources Manager with immigration and subsequent issues.
• Arranges catering, schedules committee meetings, takes minutes, files and other duties as necessary.
• Performs other related tasks as required by the Senior HR Manager, Director, Strategic Planning and Operations, and Human Resources Manager.

Consequence of Error/Judgement

Required to use diplomacy, sound judgment and a high level of observance to issues and data that requires a high level of confidentiality. Errors in judgment may lead to conflict and/or legal situations, financial consequences, inefficiency of operation, delayed results, and could harm the reputation of the School, the Faculty and the University.

Supervision Received
This position primarily reports to the School’s Senior HR Manager, but will also receive direction from the School‘s Director, Strategic Planning & Operations and Human Resources Manager

Supervision Given
Formally trains new staff on work procedures, and/or oversees work of students and/or temporary staff.

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

• Diploma or certificate in human resources management preferred.
• Preferred experience in the area of human resources as well as experience with UBC systems and procedures.
• Experience in working with Workday is preferred.
• Trained in office procedures. Computer experience at an intermediate level with Microsoft Office (e.g. Word, Excel, and Outlook) required, and experience preferred with Workday or other Human Resources Information System.
• Ability to be thorough and maintain accuracy and attention to detail.
• Ability to effectively manage multiple tasks and priorities.
• Ability to perform word processing at 50 words per minute.
• Ability to communicate effectively verbally and in writing. This includes the ability to compose routine correspondence and other material, using clear, concise business English.
• Ability to deal with a diversity of people in a calm, courteous, and effective manner.
• Ability to exercise tact and discretion.
• Possesses the knowledge and practical skills required to keep HR issues confidential and personal data secure.
• Ability to effectively work independently and in a team environment.

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