Hr Coordinator, Faculty Of Science

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr8)

Job Title

HR Coordinator, Faculty of Science

Department

Human Resources and Administrative Support | Dean's Office | Faculty of Science

Compensation Range

$4,601.00 - $4,953.00 CAD Monthly

Posting End Date

June 27, 2023

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

Job End Date

At 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.

Summary

The Faculty of Science is one of the largest faculties at UBC with 20+ academic departments, research centres, public venues and operational service units. The Dean’s Office has grown substantially and employs a large group of staff who support the Science Departments with a range of services and initiatives, as well as student and faculty leaders who are regularly reappointed. This position coordinates HR activities for all employees in the Dean’s Office units and supports Faculty-wide HR and FR processes.

Organizational Status

The HR Coordinator reports to the Assistant Dean, Human Resources. Interpersonal skills and the ability to communicate effectively and build successful working relationships with colleagues internally and in central UBC Departments are essential. The role interacts regularly with the Dean, Associate Deans, and program leaders. Liaises with the Integrated Services Centre (ISC), Faculty Relations, Human Resources, Payroll, IT, etc.

Work Performed

Responsibilities include but are not limited to:

• Maintains job library of active positions; deactivates positions as necessary to avoid budget implications
• Coordinates HR activities for 80 staff and student workers including employment offers, salary changes, leaves, promotions, layoffs, resignations, retirement, transfers, promotions in Workday
• Tracks and coordinates faculty leadership appointments for Heads, Associate Deans and Program Directors; generates standard faculty offer letters
• Back up for Updating UBC and Science directories
• Enters and posts job descriptions on UBC and external sites, coordinates recruitment processes, interviews and in - basket testing
• Formally trains new Dean’s office staff on work procedures
• Back up for phone and voicemail service coordination
• Informs supervisors about employment group entitlements and Human Resources policies.
• Responsible for onboarding and offboarding processes; liaises with hiring managers and other staff to ensure completion;
• Is designated coordinator for the IRCC employer portal for Science Department users
• Generates and distributes HR reports in support of faculty and staff merit and other confidential university level processes
• Provides coverage at the front desk on a rotating basis
• Coordinates Faculty-wide level processes including sabbatical requests, honorary appointments, Quarter Century and 25 Year Club recognition, Emeritus status; Excellence in Service awards
• Assists with review of professorial appointments
• Coordinates sessional lecturer appointments in Workday and related systems
• Troubleshoots and exercises judgement to resolve complex administrative situations/errors impacting employees.
• Responsible for the integrity, confidentiality, and security of personnel records and documents
• Maintains current knowledge of UBC HR policies and procedures; is accountable to ensure that they adhere to the various employment agreements and alignment with UBC HR best practices.
• Tracks and coordinates staff performance reviews

Consequence of Error

Provision of accurate information in a timely manner enhances the effective and efficient operation of the Dean’s Office. The nature of work at this level of institutional operation requires the incumbent to exercise tact, diplomacy, confidentiality, initiative and independence to address standard and at times unusual situations. The incumbent must use strong organizing and prioritizing skills to effectively and efficiently coordinate HR tasks for varied employee groups. Strong communication and interpersonal skills are required to respond effectively. Exercises independent judgment in selecting and interpreting information, and reconciling deviations from standard methods.

Inappropriate or delayed actions could adversely affect the credibility of the Dean’s Office or Faculty of Science. Incorrect choice of actions or information can have financial and legal implications to the University.

Supervision Received

Works independently under broad direction from the Assistant Dean, Human Resources on assigned tasks. Work is performed within authorized prescribed limits and/or an approved plan. Job tasks are governed generally by broad instructions, objectives, and policies; assigned tasks make it necessary to determine what data and quality of data are required to make decisions on how the assigned work is performed.

Supervision Given

Supervises temporary support staff and work study students. Provides guidance to staff on Workday self service.

Qualifications

High School graduation and two year post-secondary diploma plus 4 years related experience or the 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

Knowledge of university policies and procedures required

Experienced in use of Workday or similar online systems for full cycle HR activities

Ability to use complex online HR systems effectively, and research and follow detailed online resources for instruction

Initiative to continue to grow expertise in use of UBC HR systems

Ability to use online shared databases and document storage applications (ie One Drive)

Ability to exercise judgment about what and when to share information

Ability to actively listen and probe for information for detailed requests

Ability to exercise accuracy and attention to detail

Ability to demonstrate using routine systems as part of onboarding new staff on routine applications

Ability to analyze problems, identify key information and issues, and resolve

Effective oral communication skills

Effective written business English skills

Effective and professional interpersonal skills.

Ability to be creative and proactive, to prioritize and to work effectively under pressure to meet deadlines.

Ability to adapt to changing requirements

Ability to work independently and within a team environment