University of British Columbia Looking for HR Coordinator at Vancouver, BC Full Time

Job Category

Job Profile

Job Title

Department

Compensation Range

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

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

Job End Date

This position is for a one-year term with the possibility of extension/ongoing.

Job Description Summary

As a member of the UBC Extended Learning (ExL) and Centre for Teaching, Learning and Technology (CTLT) teams, this position is responsible for providing advice and recommendations on a wide range of human resource management issues for ExL and CTLT. The incumbent will work 60% of their week with ExL and 40% of their week with CTLT. The incumbent will provide HR guidance on developing, planning, and coordinating an effective and efficient infrastructure for ExL and CTLT human resources, and act as the first point of contact for all ExL and CTLT HR inquiries. Responsibilities include ensuring consistency of practice, interpreting collective agreements, providing guidance for salary administration and performance evaluation, assisting and providing guidance to managers with writing job descriptions, overseeing the attendance management system, faculty and staff recognition, and working on special projects. This position is also responsible for developing and implementing new systems and processes that contribute to the strategic objectives and desired outcomes of ExL and CTLT.

Organizational Status

This position is shared between ExL (60%) and CTLT (40%).

ExL brings UBC excellence in academics, teaching, and research to UBC communities through flexible, innovative, and accessible learning opportunities. ExL welcomes thousands of learners from all over the world annually, and supports UBC faculties to create and deliver programming that meets the career and personal needs of UBC communities while strengthening UBC s contribution to society, industry, and government.

The Centre for Teaching, Learning & Technology is a centrally positioned unit, providing support to the UBC teaching and learning community. Staff in this unit provide a wide range of support and are expected to be innovative, proactive, and forward thinking.

This position works as a member of the ExL and CTLT Administrative Teams, and co-reports directly to the ExL Director of Administration and CTLT Manager, HR and Administration. The incumbent will also receive direction from the Human Resources Manager. This position is expected to work independently under the general direction of the Director of Administration. The incumbent interacts and communicates with staff, management and Central Human resources as required.

Provides guidance and direction to ExL managers/directors regarding human resources management.

Work Performed

1. Advises managers and staff regarding University-wide Human Resources policies and procedures.

2. Ensures that managers are in compliance with collective agreements and UBC policies and practices.

3. Handles human resources issues and ensures compliance with all UBC collective agreements and alignment with

procedures. Refers complex issues such as performance and disciplinary issue to the central VP Academic HR Advisory services team.

4. Responsible for all staff and faculty recruitment. This includes writing and reviewing job descriptions with managers, position classifications/reclassifications, position management, advertising, reviewing resumes, developing interview questions, preparing and writing rationales for CUPE 2950 Recall/Placement candidates as required, and making selection recommendations. Participates in interviews, conducts reference checks, issues letters of regrets as required, as well as authorizing positions and postings in Workday. Reviews and approves workflow prior to submission of paperwork.

5. May draft and revise job descriptions, in conjunction with manager, consulting with UBC Compensation as required. Maintains accurate job descriptions for all staff in the position management system.

6. Responsible for the accurate preparation and submission of all Workday business processes related to staff transactions including; employment offers, salary changes, leaves, promotions, layoffs, resignations, retirement, transfers, promotions etc. and ensures that they adhere to the various employment agreements.

7. Advises on salary administration for all staff groups including hiring salary, probationary increases, mid-point progression, merit, and step increases.

8. Monitors end dates for faculty and staff positions, ensuring individuals are reappointed or terminated as necessary.

9. Coordinates and provides advice to managers on employee performance reviews. Works with managers to identify skill-upgrading needs of support staff and ensures appropriate training is received.

10. Analyzes requests for temporary/ongoing assistance, to determine if additional resources are required.

11. Works collaboratively to review staff appointment forms ensuring consistency and equity.

12. Develops and maintains practice of effective Employee Orientation Program and Employee Exit interviews process.

13. Reviews and recommends improvements to current ExL and CTLT policies, procedures and systems related to Human Resources.

14. Researches, designs, develops and implements new HR management initiatives and ensures the consistent implementation of these practices across ExL and CTLT.

15. Oversees attendance management within Workday; provides attendance trend analysis as needed.

16. Oversees all leave management records and activities including vacation, sick, attendance, maternity, parental, medical, unpaid leaves.

17. Develops and implements initiatives to ensure that ExL and CTLT faculty and staff members are appropriately recognized for their achievements, service, and milestones.

18. Develops communication plans, and executing strategies to maximize opportunities for faculty and staff recognition in collaboration with the ExL and CTLT communications team.

19. Provides guidance and interpretation of ExL/CTLT and University policies and guidelines with respect to recognition awards and events.

20. Leads or assists with special projects related to workflow, Workday and HR processes.

21. Responsible for the integrity, confidentiality, and security of all faculty and staff personnel records, documents and file system in ExL and CTLT.

22. Maintains current knowledge of human resource related legislation and UBC policies, processes, and procedures as well as collective agreements.

23. Performs other HR administration duties and HR projects as required.

Consequence of Error/Judgement

Provision of accurate advice and information in a timely manner enhances the effective and efficient operation of ExL and CTLT. Work requires the incumbent to exercise tact, diplomacy, confidentiality and understanding of the complexities of ExL /CTLT. Exercises judgment based upon a thorough knowledge of procedures, guidelines, agreements and regulations. Exercises initiative and independence to address standard and at times unusual situations. The incumbent must use strong organizing and prioritizing skills to effectively and efficiently manage the area of Human Resources relating to all employee groups at the University of British Columbia. Communications can be sensitive and confidential and the incumbent must utilize a thorough knowledge of the education area, HR best practices, in addition to strong communication and interpersonal skills to respond effectively in each situation.

This position is expected to represent ExL and CTLT on all Human Resources matters. Inappropriate or delayed actions could adversely affect the credibility of the unit. Incorrect approvals of actions or inappropriate advice can have financial and legal implications to ExL/CTLT or the University. Misinterpretations of policy or collective agreements can be precedent setting and lead to appeals and grievances.

Supervision Received

This position reports directly to the ExL Director of Administration and the Manager, Administration and Human Resources for CTLT.

Supervision Given

Hiring Restrictions

None

Preferred Qualifications

Undergraduate degree in a relevant discipline. Degree in Business or HR Management training preferred. Minimum of two to three years of related experience or the equivalent combination of education and experience. Thorough knowledge of University of British Columbia s business procedures and practices preferred. Experience working with Human Resources systems (Workday, recruitment systems etc.), Microsoft Word, Excel, PowerPoint, Outlook, and Access databases. Excellent oral and written communication skills. Ability to build and maintain excellent working relationships with internal and external groups on matters requiring cooperation and of mutual interest. Ability to exercise tact and judgment. Ability to make thoughtful, informed and thorough decisions. Ability to maintain accuracy and attention to detail. Willingness and ability to investigate and resolve conflicts in a professional manner. Ability to plan, supervise and train in a diverse organizational setting. Ability to take initiative in decision-making and in resolving problems not clearly covered by guidelines. Ability to devise new methods of procedures to meet changing conditions. Ability to analyze problems, investigate key information and issues and effectively resolve. Thorough knowledge of current Human Resources Management practices. Knowledge of provincial and federal legislation governing HR policies and practices. Ability to be creative and proactive, to prioritize, meet deadlines and work effectively under pressure to meet deadlines. Ability to understand and apply policies, procedures and instructions. Ability to interpret and apply collective agreements in a complex, unionized environment. Customer focused approach with the ability to work as part of a team and individually. Ability to effectively navigate and Workday. Ability to provide effective and appropriate guidance and counsel on HR related matters. Ability to handle large volumes of paperwork during peak periods. Ability to work under pressure and to meet deadlines. Ability to work outside of regular hours as required. Ability to deal with a diversity of people in a calm, courteous, and effective manner.