Urologic Sciences-HR Assistant - Jobs in University of British Columbia (Vancouver campus), BC

Job Description

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - HR Admin Clerk 4 (Gr8)Job TitleUrologic Sciences-HR AssistantDepartmentAdministrative Support | Department of Urologic Sciences | Faculty of MedicineCompensation Range$4,137.00 - $4,456.00 CAD MonthlyPosting End DateJune 10, 2021Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.Job End DateJun 30, 2022Job SummaryThis position coordinates Human Resources functions within the Department of Urologic Sciences. This position is responsible for coordinating all Human Resources functions, including recruitment, hiring, and appointment/reappointment processes for staff, student, faculty within the Department and its distributed sites. Works closely with and reports to the Administration Manager in the Department. Responsible for completing all administrative clerical tasks regarding human resources and personnel management for the Department relating to Faculty, Staff and Students.Organizational StatusThis position reports administratively to and works closely with the Administrative Manager.Work PerformedHR:

• 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, appointment and re-appointments.
• Advises department head/division heads/PI's on collective agreements terms, including limited interpretation (eg. sick/vacation accruals, notice periods, posting deadlines etc).
• Coordination of full cycle appointment and termination activities for all staff, faculty, and students within the Department.
• Enters job descriptions, updates and maintains hiring documents and other required data into UBC systems (WorkDay), submits job descriptions for classification, and creates job postings and processes hires according to established guidelines.
• Maintains/archives recruitment files, applications and departmental postings.
• Generates appointment/reappointment offer letters and promotion letters and coordinates with faculty members for signatures.
• Responsible for addressing all routine HR inquiries.
• Assists Administrative Manager in the appointment, reappointment, and promotion process for both Clinical and Academic Faculty.
• Assists with ARPT and CRPT packages and distribution to committee members, both Clinical and Academic.
• Advertises Research Associate and Postdoctoral Fellow positions on dept. web and other appropriate media.
• Liaises with internal UBC Departments (Faculty Relations, Medicine Dean's Office, UBC Payroll).
• Liaises with external organizations (eg. PHSA Employee Services, VCH, SPH and etc).
• Assists Administrative Manager on projects as required.
• Records and manages HR procedures.

Payroll:

• Prepares, verifies and processes full cycle paperwork related to appointments, re-appointments, funding transfers, salary increases, promotions, transfer and severance notices, leave of absences, etc. for all appointees; within the Department including: Staff, Students, Faculty, Research Associates & Post Doc Fellows. Tracks and follows up on problems related to appointments and processing.
• Processes all salary (mid-point progression/merit) increases as well as earning distribution changes
• 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 analyzing funding/financial information for all transactions and ensuring pre-approval has been granted by the Dean's Office.
• 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.
• Prepares complex reports and analysis.
• Maintains all personnel data in WorkDay.
• Assists Admin Manager with immigration and subsequent issues.
• Performs other duties as required.

Consequence of Error/JudgementIncorrect input in the database could produce errors on the system, which would result in jeopardizing the integrity of the system, and have a serious impact on the Department budget projects and forecasting. Data provided to personal files would not be completely reliable resulting in discrepancies with regard to promotions, salary changes, appointment errors and faculty not being paid. In extreme cases could result in legal implications for the Faculty of Medicine and the University. Duties require a high level of confidentiality.Supervision ReceivedWorks under general supervision from Admin Manager. Performs routine duties independently.Supervision GivenSupervision of departmental clerk in special projects. No direct supervision given to other staff. Works closely in conjunction with the Administrative ManagerMinimum QualificationsHigh School graduation, plus two year post secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.Preferred QualificationsExperience in a medical environment is considered an asset.Attention to detail and accurate data entry are requirements of the position.Basic knowledge of HR best practices and employment standards is required.Ability to exercise tact and discretion when dealing with sensitive and/or confidential matters.Ability to prioritize and work effectively under pressure to meet deadlines.Effective oral and written communication and interpersonal skills.Ability to work effectively independently and in a team environment.Ability to effectively use Word, Access, Excel, and electronic mail at an intermediate level.Ability to interpret and prepare various statistical reports.Ability to perform word processing at 55 words per minute and ability to operate a normal range of office equipment.