Job Description
Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - HR Admin Clerk 4 (Gr8)Job TitleHuman Resources AssistantDepartmentAdministrative Staff | Department of Electrical and Computer Engineering | Faculty of Applied ScienceCompensation Range$4,601.00 - $4,953.00 CAD MonthlyPosting End DateJuly 24, 2023Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.Job End DateAt 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 SummaryThe Department of Electrical and Computer Engineering (ECE) is one of the largest academic units at the University of British Columbia Vancouver campus, with over 1,100 undergraduate and 400 graduate students enrolled in its degree programs. The department is also engaged in a range of research activities, with over 50 research-track faculty members actively involved in their respective scholarly communities.The Human Resources Assistant is a senior-level administrative support role focusing on human resources (HR) tasks and related workflow processes for ECE faculty, staff and students. The incumbent is required to routinely troubleshoot complex issues related to HR and administrative processes; in order to do so successfully, the incumbent must have an advanced knowledge of the Workday system, strong numeracy skills, and the ability to liaise with individuals within the department and the university.
Organizational StatusThe Human Resources Assistant reports to the HR Coordinator. In the absence of the HR Coordinator, the incumbent reports to the Manager, Business Operations. The position works very closely with one or more additional HR assistant(s) in the department. As part the ECE administration services team, the incumbent works other support staff and managers to support faculty, staff, students, and visiting researchers to the department.As one of the key points of contact for Workday-related issues in a large academic unit, the incumbent must be able to liaise effectively with senior members of the Faculty of Applied Science (APSC) HR team and the UBC Integrated Renewal Program (IRP) team as needed.
Work Performed
- Processes appointments and reappointments, transfers and severances, and changes to existing positions (e.g., account changes, pay rate changes, salary/merit increases); ensures appropriate approval process is followed at all times; makes recommendations to improve these processes at the departmental level and implements revised processes as needed.
- Maintains up-to-date, high-level knowledge of relevant HR and administrative policies and procedures, including provincial legislation (e.g., Employment Standards Act), UBC Board of Governors policies, Faculty of Graduate and Postdoctoral Studies policies for student appointments, other relevant university procedures and collective agreements.
- Provides comprehensive HR information to faculty, staff and students (e.g., regarding hiring processes, appointing international students and foreign workers, salary scales, vacation and sick leave entitlements, leaves of absence, salary increases, benefits).
- Interprets information (particularly from collective agreements) and proposes solutions based on thorough knowledge of UBC policies and processes.
- Works independently to resolve complex issues related to a broad range of HR and administrative functions within the department, including payroll, appointment data, employee classifications, and other related matters.
- Contributes to the development of departmental process for Workday HR in a large academic department; serves as front-line contact for Workday HR questions in the department; provides guidance and training to other Workday users.
- Assists with faculty recruitment for the department, including coordinating job postings, reviewing and sorting applications for the faculty recruiting committee, acting on behalf of the department head to coordinate interviews, scheduling on-site visits, and preparing HR paperwork for new appointments.
- Drafts and edits job descriptions; assists faculty members with selecting appropriate job titles for research personnel and makes recommendations as appropriate; submits job descriptions for departmental and UBC HR approval.
- Runs and reviews HR and administrative reports on Workday; identifies action items and follows up independently; identifies errors and liaises with UBC HR and the IRP team to resolve.
- Provides back-up support to other staff members in the ECE administration services office upon request by a manager.
- Performs other tasks consistent with classification as needed.
Consequence of Error/JudgementThe Human Resources Assistant is a front-line staff member in the ECE administration services office. The responsibilities of this role require a high level of expertise with the HR functions of Workday system. The incumbent must also be familiar with all relevant departmental and university policies, apply these policies using sound judgment and act in a professional, tactful manner. In addition, the incumbent must be capable of maintaining a high level of attention to detail. Failure to do so may cause legal or financial consequences for the department/university, reduce the efficiency of departmental operations, and negatively impact the reputation of the Department of Electrical and Computer Engineering and the University of British Columbia.
Most duties in this role require a high level of confidentiality, particularly when dealing with personal information of UBC students or employees. At UBC, we are regulated by the Freedom of Information and Protection of Privacy Act (FIPPA), which requires us to protect personal information from unauthorized collection, use or disclosure. Failure to comply with FIPPA increases the risk of a privacy breach, which could have negative consequences for the affected individuals and the department.
Supervision ReceivedThis position reports to the HR Coordinator, and will also receive direction and work assignments from other administrative managers as needed. In the absence of the HR Coordinator, this position will report to the Manager, Business Operations.
Supervision GivenOversees some HR duties performed by lower-level HR support staff (e.g. reviewing letters and forms for accuracy, validating data entry, assigning day-to-day tasks). Explains HR procedures and provides Workday training to new, temporary or inexperienced staff.
Minimum Qualifications- High School graduation and a 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.
- Commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications- A high level of Workday expertise is required.
- Ability to maintain accuracy and attention to detail.
- Ability to prepare and adjust schedules to accommodate all requirements.
- Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals.
- Ability to identify and correct missing and incomplete data.
- Ability to efficiently and effectively coordinate tasks.
- Ability to gather, record, and organize information.
- Ability to prepare and complete job-related documents using relevant content and appropriate format (e.g., forms, letters).
- Ability to accurately create and maintain records.
- Ability to accurately proofread for spelling, grammar, and punctuation.
- Ability to prioritize and work effectively under pressure to meet deadlines.
- Ability to effectively use standard office software (e.g., Microsoft Office or equivalent) at an intermediate level.
- Ability to communicate effectively verbally and in writing.
- Ability to understand and apply policies, procedures, and instructions.
- Ability to enter, retrieve, correct, and interpret data in financial management system.
- Ability to deal with people in a courteous, calm manner.
- Ability to work effectively independently and in a team environment.
- Ability to explain, assign, and monitor work.
- Ability to administer human resource policies and procedures, such as collective agreement provisions.
- Ability to perform basic arithmetic.
- Ability to design and conduct surveys.
Apply
Go Back