Human Resources - Vancouver, Canada - University of British Columbia

University of British Columbia

Verified Company

Vancouver, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Front Counter 3 (Gr4)

Job Title

Human Resources / Administration Assistant

Department

Administration and Faculty Affairs | Department of Electrical and Computer Engineering | Faculty of Applied Science

Compensation Range

$3, $3,789.00 CAD Monthly

Posting End Date

May 1, 2023

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

Job End Date

May 14, 2024

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.

Job Summary

The Department of Electrical and Computer Engineering (ECE) is one of the largest academic units at the University of British Columbia Vancouver campus, with over 1,100 undergraduate and 400 graduate students enrolled in its degree programs.

The department is also engaged in a range of research activities, with over 50 research-track faculty members actively involved in their respective scholarly communities.

The Human Resources (HR)/Administration Assistant is responsible for handling human resources transactions in a large, research-intensive department. The HR/Administration Assistant provides front-line assistance to the department's administrative services office.

In addition to providing reception and general administrative support to the department, this role is responsible for handling human resources transactions in a large, research-intensive department.

Organizational Status

The HR/Administration Assistant is a member of the department's administration services and HR teams.

The incumbent reports and receives direction from the Administration and Faculty Affairs Coordinator, but day-to-day work will also be assigned and supervised by the HR Coordinator and Senior HR Assistant.

As this is a front-line support role, the individual works closely with faculty, staff, and students. The incumbent also liaises with staff from other academic units, central HR, and external vendors as required.

Work Performed

Reception/Administrative Support:

Distributes campus mail to faculty and staff.
Processes room booking and building access requests.
Assists in administrative tasks for faculty recruitment for the department
Arranges meetings and catering; transcribes and distributes meeting minutes.
Uses a web-based ticket tracking system to manage work requests.
Provides general day-to-day administrative support to the department head.
Provides back-up support to other CUPE team members within the administrative services, such as other Receptionists and/or HR Assistants, as needed/upon request.
Performs other administrative tasks consistent with classification as needed.

Human resources:

Processes appointments and reappointments, transfers and severances, and changes to existing positions (e.g., account changes, pay rate changes, data changes).
Assists with hourly payroll processes (e.g., communicates with supervisors of hourly staff, enters hours into Workday, ensures accurate handling of overtime and statutory holiday pay).
Submits appropriate forms to invite international visitors to our department.
Maintains uptodate knowledge of applicable HR regulations, collective agreements, university policies and procedures.
Monitors Workday to ensure accuracy of data entry; independently troubleshoots errors; elevates unusual issues to the appropriate staff member.
Provides routine HR and finance information to faculty, staff and students (e.g., regarding submission instructions, status of paperwork received, processing times, relevant Workday processes).
Runs HR reports on a monthly (or asneeded) basis, identifies action items and independently initiates follow up as needed.
Maintains electronic HR records.
Regularly reviews HRrelated pages on the departmental website; informs the communications and marketing team in a timely manner if updates are needed.
Assists the HR team with scheduling interviews and preparing for faculty recruiting events.

Consequence of Error/Judgement

The incumbent is expected to exercise sound decision making while performing HR functions in accordance with established procedures.

Lack of attention to detail, data entry errors, poor judgement or ineffective communication may lead to operational inefficiencies, poor internal and external relations, or missed deadlines.

Most duties in this role require a high level of confidentiality, particularly when handling personal information of UBC students or employees.

At UBC, we follow rules and practices outlined in the Freedom of Information and Protection of Privacy Act (FIPPA), which requires us to protect personal information from unauthorized colle