Human Resources Assistant

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - HR Admin Clerk 3 (Gr5)

Job Title
Human Resources Assistant

Department
Human Resources | Faculty of Pharmaceutical Sciences

Compensation Range
$3,762.00 - $3,955.00 CAD Monthly

Posting End Date
September 1, 2022

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

Job End Date

May 31, 2024

This position is a leave replacement.

This position has the option of a hybrid work arrangement.

Job Summary
The Human Resources Assistant provides support in the area of human resources for the Faculty of Pharmaceutical Sciences.
Organizational Status
The Human Resources Assistant is supervised by the Faculty’s Human Resources Manager and also receives direction from the Director, Human Resources.
Work Performed

Under the supervision of the Human Resources Manager, the Human Resources Assistant will perform the following duties:

• Maintain current knowledge of human resources policies and procedures and applicable collective agreements.

• Provide information/clarity surrounding appointment, payroll, and other human resources inquiries.

• Provide confidential administrative support related to recruitment and selection processes, including posting employment opportunities, preparing recruitment materials, arranging interviews, and maintaining/archiving all recruitment files.

• Assist in the onboarding process for all new hires.

• Prepare, verify, process and track staff, student, and non-bargaining faculty (e.g. research associate, post-doctoral fellow and visiting scholar) appointments and other employee changes using Workday management software.

• Assist in generating letters for appointment/reappointment.

• Track probationary, career progress increments and meritorious increases of Management &Professional Staff.

• Provide proactive support for appointments ending to ensure payroll accuracy.

• Workday activities include: entering and updating job descriptions, creating job requisitions, hiring, verifying employee information as well as entering new appointments, appointment extensions, salary increases and changes to funding etc.

• Payroll activities include: coordinating the hourly timesheet process which requires semi-monthly communication with hourly staff, processing timesheets, tracking hourly staff hours, calculating and entering statutory pay and processing vacation payout request forms.

• Collect vacation and sick leave statistics from all Faculty units; maintain and track long leaves (parental, health, personal, etc.) for all Faculty units.

• Ensure integrity of employee records with the maintenance of electronic and paper files.

• Run reports and compile statistical information on an as needed basis.

• Maintain and update electronic mailing lists and corresponding spreadsheets for several employee lists.

• Administrative tasks include: arranging catering, scheduling meetings, taking minutes, filing and other duties as necessary.

• Perform other related duties as required.

Consequence of Error/Judgement
Required to use diplomacy, sound judgment and a high level of observance to issues and data that require 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 Faculty and the University.
Supervision Received
This position primarily reports to the Faculty’s Human Resources Manager, but will also receive direction from the Director, Human Resources.
Supervision Given
Not applicable.
Minimum Qualifications
High School graduation, plus one year of post secondary education, plus three years of related experience, or an equivalent combination of education and experience.
Preferred Qualifications

• Preferred experience in the area of human resources as well as experience with UBC systems and procedures.

• Computer experience at an intermediate level with Microsoft Office (e.g. Word, Excel) required, and experience preferred with PeopleSoft or other Human Resources Information System.

• Ability to 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.