Human Resources Assistant

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - HR Admin Clerk 4 (Gr7)

Job Title
Human Resources Assistant

Department
Human Resources Administrative Support | Department of Surgery | Faculty of Medicine

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

Posting End Date
March 30, 2023

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 located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

Job Summary
The Human Resources Assistant provides administrative support for human resources in the Department of Surgery. The incumbent coordinates the appointment, reappointment and promotion process for Clinical Faculty and supports the Clinical Faculty Appointment and Promotion committee. The incumbent coordinates all administrative tasks for  appointments and reappointments for staff, students, and Postdoctoral Fellows, including financial reviews while meeting deadlines. The Human Resources Assistant participates in the recruitment, orientation and ongoing support of new staff and student hires.
Organizational Status

The UBC Faculty of Medicine Department of Surgery educates students at the undergraduate, graduate and postgraduate levels, and pursues research to make innovative advancements in knowledge and practice to improve health. The Department consists of more than 600 physicians, surgeons, scientists and educators and over 70 administrative, research and technical staff in nine divisions distributed across British Columbia. Specialty training programs are offered in Cardiac Surgery, Colorectal Surgery, General Surgery, Neurosurgery, Otolaryngology, Pediatric Surgery, Plastic Surgery, Radiation Oncology, Surgical Oncology, Thoracic Surgery and Vascular Surgery. The Department is also home to the Branch for Global Surgical Care (BGSC).

The Human Resources Assistant reports to the Human Resources Manager.  The Human Resources Assistant also takes directions from the Director, Administration. The incumbent works closely with Departmental faculty and staff, as well as staff from the Faculty of Medicine (HR and Finance), central Human Resources, Payroll and MedIT.

Work Performed

• Prepares and processes full-cycle HR tasks related to recruitment, appointments, reappointments, salary and costing allocation changes, promotions, transfers, leaves, resignations, retirement for staff and students and provides support for selected faculty, as needed.

• Coordinates the appointment, reappointment and promotion of Clinical Faculty members and Clinical Emeriti faculty members, including requesting documentation, compiling and, tracking dossiers , submitting completed packages and updating information in various different systems and updating candidates of results.

• Processes required changes within the Teaching Tracking Payment System (TTPS) and ensures the coordination of payments falls within the policies and procedures as outlined by the Office of Clinical Faculty Affairs.

• Coordinates Clinical Faculty Promotion meetings and provides support to the Clinical Faculty Appointment and Promotion Committee.

• Provides information or advice on human resources inquiries, referring complex inquiries to the HR Manager.

• Maintains a bring forward system for faculty and staff reappointments, staff probationary increases and other staff changes.

• Ensures sufficient funding to support appointments, reappointments, and increases and verifies salary entitlement and benefits eligibility.

• Liaises with Finance, Payroll, HR, MedIT to investigate and resolve payroll and appointment issues.

• Facilitates the appointments of Postgraduate Research Fellows by drafting offer letters, monitoring work permits and submitting for processing.

• Supports recruitment by short listing candidates, scheduling employment interviews and testing, participating on interview panels and completing reference checks.

• Coordinates all aspects of the on-boarding process for new staff, including scheduling the orientation and presenting the orientation to new staff.

• Gathers information and data to make recommendations on process improvements for HR applications and workflow issues.

• Coordinates the hourly time tracking submission process, which includes semi-monthly communication with hourly staff.

• Runs reports and compiles statistical information and creates complex spreadsheets as needed.

• Supports the integrity and confidentiality of employee lists, files and records when entering, updating, maintaining and retrieving data.

• Maintains current knowledge of UBC and FoM policies, processes and procedures, and employee agreements and handbooks.

• Contributes to a respectful, inclusive working environment.

• Performs other responsibilities, as required.

Working Conditions

This position is performed in a professional environment in the Department of Surgery.

Consequence of Error/Judgement
Required to use diplomacy, sound judgment, discretion and to maintain a high level of attention to issues and data that require confidentiality and accuracy. Accountable for the accuracy and timeliness of their work, procedures and systems.  Errors could result in a number of consequences including faculty and staff not being paid appropriately or in a timely fashion, financial loss, and inaccurate records from which decisions are made. These may significantly impact the reputation of the department and could result in inappropriate policy, HR and financial decisions.
Supervision Received
This position reports to the Department’s Human Resources Manager. The incumbent may also receive direction from the Department’s Director of Administration. The Human Resources Assistant works independently under direction from the Human Resources Manager.
Supervision Given
None.
Minimum Qualifications
High School graduation, plus two year post secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.
Preferred Qualifications

• Diploma or certificate in human resources management is preferred.

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

• Ability to contribute to a respectful, cooperative and supportive work environment.

• 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 communicate effectively verbally and in writing. This includes the ability to compose complex correspondence and other material, using clear, concise business English.

• Ability to understand and apply policies, procedures, and instructions.

• Ability to analyze problems, identify key information and issues, and effectively resolve.

• Ability to create and accurately maintain record and filing systems.

• Ability to interpret and prepare various statistical reports.

• Ability to exercise sound judgment.

• Ability to make thoughtful, informed, and thorough decisions.

• Ability to exercise tact and discretion when dealing with sensitive and/or confidential matters.

• Ability to effectively resolve client complaints in a calm, non-confrontational manner, and by exercising sound judgment.

• Ability to assist clients in identifying appropriate courses of action.

• Ability to provide quality service to customers in a courteous, patient manner.

• Ability to exercise tact and discretion.

• Ability to work effectively independently and in a team environment.