HR & Administrative Coordinator

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title
HR & Administrative Coordinator

Department
Human Resources and Operations | Dean's Office | Faculty of Forestry

Compensation Range
$4,009.00 - $4,214.00 CAD Monthly

Posting End Date
February 14, 2023

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

Job End Date

Job Description Summary

The HR Administrative Coordinator provides broad administrative services related to HR and operations.  The position works closely with the Associate Director, Administration & Operations and is responsible for day-to-day administration and HR functions of Faculty of Forestry Dean’s Office and its units.

The incumbent provides coordination in matters relating to staff, student and faculty human resources operational requirement ensuring the smooth operational process within the Dean’s Office, Faculty of Forestry, taking a lead role in resolving challenging operational and HR concerns.

Organizational Status

Reports directly to the Associate Director, Administration & Operations, interacts closely with all Faculty of Forestry members, other university administration offices including Human Resources, Payroll, Faculty Relations, and Immigration Canada, Building Operations, Campus Security, Safety and Risk Services and other central University agencies.

Work Performed

HUMAN RESOURCES

- Coordinates the staff recruitment process including: drafting job postings and advertisements; reviewing resumes; pre-screening applicants; designing interview questions; coordinating interview schedules; checking references.
 

 - Initiates, collects, and prepares documentation, including Employment Agreement required for appointment, extension, leaves and termination for all Dean s Office Staff and personnel and ensures that all funding, approvals, and immigration requirements, if applicable, are in place.

- Initiates Workday business process for OT, Honoraria payments; OTP; payroll sheets for hourly paid staff, students in a timely manner.

- Coordinates the staff salary administration for all staff groups, including but not limited to probationary increases, step increases, MPI, and/or merit pay increases. 

- Tracks all DO staff members performance management process; from probationary to annual reviews.  Sending reminders to prompt Supervisor(s) for required reviews and ensuring records are kept for each employee’s files.  Conducts regular reviews and reporting of data, such as upcoming terminations and notice entitlements, midpoint and probationary increases and position vacancies. 

- Coordinates various HR projects with faculty wide impact including (but not limited to) Position Management data integrity, term appointment notice requirements, exit interviews, student appointments, and contractor vs employee

- Work Learn coordinator for the Dean's Office. Submits proposals, prepares job requisition, prepares and submits bi-monthly timesheets to Payroll, including: job proposal preparation and submission, job postings, short-listing interviewees and arranging interview, interviewing students, providing support to supervisors in making the hiring decision, completing workday business process (BPs) to hire the selected candidates, monitoring and verifying student work hours, and submitting time sheets in a timely manner.

- Oversees staff and student appointments for the Dean’s Office, ensuring practice and procedure are applied consistently in alignment with UBC’s established benchmarks, policies and procedures.  Tracks staff, students and AD/Director term appointments to ensure applicable extensions are processed in a timely manner; completes paperwork for salary adjustments and funding sources.

- Acts as the HR subject matter expert and lends high-level expertise to other team members on the use of Workday. 

- Reviews vacation and sick time balances and makes manual adjustments as required.  Ensures that HR records are retained, up-to-date and confidential, in accordance with Freedom of information/Protection of Privacy legislation.

- Oversees leave management activities, including maternity, parental, medical, unpaid leaves, as well as reduced appointments and secondments for staff, students and term-appointed faculty members.

- Assists in the development, maintenance and implementation of an orientation and onboarding as well as offboarding program for the Dean’s Office staff members

- Maintains confidential, up-to-date and historical personnel files and personnel database (e.g. vacation, sick leave accruals, seniority report, etc.); collects statistics and produces reports as required; coordinates statistics and prepares reports as it relates to absence management.

- Acts as a resource person for staff, faculty and research personnel with regard to information on Human Resources, payroll and benefits, Faculty Relations, Human Resources & Skills Development Canada); keeps current and ensures compliance to applicable UBC policies, immigration and employment regulations; provides up-to-date orientation materials to new employees.

OTHER

- Coordinates with Facilities and Operations Support staff with regards to space allocation for staff, student and faculty throughout the FSC under the direction of direct supervisor.  This involves developing and maintaining a comprehensive database, keeping space allocations and assignments current.

- Acts as alternate Safety rep for the Dean’s Office; alternate fire warden and alternate member of the Faculty of Forestry Joint Occupational, Health and Safety Committee (JOHSC) for the Dean’s Office. 

- Together with the Facilities and Operations Support, participates in regular safety inspections within the Dean’s Office, evaluating compliance levels, makes recommendations and perform follow up investigations as required.

- Provides recommendations to senior staff on operational issues and assists in developing appropriate new policy.  Maintains the Faculty of Forestry Policy Manual and job task binder as required to reflect all changes.

- Coordinates implementation of new operational processes to ensure they are implemented as planned.  Reviews to ensure compliance with Faculty policies and works together with senior staff to correct any non-compliance.

- Works with the Dean’s Executive Coordinator on tasks like seminar presentations, conference organization and catering arrangements for various events as it relates to HR, Safety and Facilities portfolio.

- Works closely with Front Counter staff and work learn students and provides back-up to reception as required.

- Performs other related duties commensurate with skills and experience as required.

Consequence of Error/Judgement
Consequences of error are detrimental to: the department s reputation: relations with faculty, staff, students, visitors and community members; breach of confidentiality; safety of spaces throughout the department.
The incumbent contributes to the public image of the Faculty of Forestry, and ensures that visual, verbal and written communication is professional in appearance and tone. Must respect confidentiality of information handled. Failure to exercise appropriate judgment could increase costs, have a negative impact on internal and external relationships, and result in dissatisfied students, staff, faculty, alumni and the public.
Supervision Received
Works closely with Associate Director, Administration and Operations. Receives detailed instructions and supervision only on assignment of new or unusual duties
Supervision Given
Supervises the Facilities & Operations Support staff as well as work learn student(s).  Incumbent provides direction to other department staff member supporting the Health and Safety

Minimum Qualifications
- High School graduation, plus 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

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications
UBC experience preferred. Computer experience required (Word, Excel, Access, Outlook) Knowledge of Workday and Planon preferred. Knowledge of university policies and procedures. Effective oral and written communication, interpersonal and organizational skills. Ability to type 60 w.p.m. and to operate a normal range of office equipment. Ability to maintain accuracy and attention to detail. Ability to prioritize work and to meet deadlines. Ability to exercise tact and discretion. Ability to work both independently and within a team environment. Ability to efficiently and effectively coordinate tasks. Ability to effectively manage multiple tasks and priorities. Ability to communicate effectively verbally and in writing. Ability to effectively maintain and modify web site. Ability to work effectively independently and in a team environment. Ability to exercise sound judgment.