HR Assistant

University of British Columbia•Vancouver, BC

2d•CA$4,739 - CA$5,102•Onsite

About The Position

Provides support to the Human Resources and Payroll function within the Department of Pediatrics. This position is responsible for overseeing the staff and student appointment process and resolving any subsequent payroll issues. The role also involves explaining and orienting UBC partner organizations (BCCHR, BCCH, Women s Hospital) to UBC payroll/finance and HR policies and procedures. The Department of Pediatrics has a dual identity, serving as both the Department of Pediatrics of the Faculty of Medicine at the University of British Columbia (UBC) and the Department of Pediatrics at BC Children s Hospital (BCCH), an Agency of the Provincial Health Services Authority (PHSA). The department is extensive, encompassing nineteen Divisions and a diverse group of personnel including Academic Faculty, Clinical Faculty, UBC Management, CUPE staff, C&W noncontract staff, Non-Union Technicians, Post Doc Fellows, Clinical Fellows, Residents, and Medical Students.

Requirements

High School graduation, plus one year of post-secondary education, plus three 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.

Nice To Haves

Experience in a fast-paced Academic Health Care setting or an equivalent combination of education and experience.
In-depth knowledge and experience in UBC Administrative and Payroll.
Experience in working with the University's human resources and administrative systems.
Knowledge of UBC policies and procedures.
Competency in word processing, spreadsheet, and database applications.
Excellent oral and written communication, interpersonal, analytical, problem-solving, and organizational skills.
Ability to work both independently and in a team environment and to work under pressure to meet deadlines.
Ability to exercise judgment, tact, discretion, and diplomacy.

Responsibilities

Oversees Workday processing of Student, Staff, and Clinical Fellow appointments, including recruitment, appointments, reappointments, salary increases, costing allocation changes, promotions, transfers, leaves, resignations, and retirements, ensuring compliance with applicable policies, agreements, and timelines.
Coordinates staff applicants and new staff appointments processes using Workday.
Coordinates student appointments, re-appointments, and terminations using Workday.
Reviews funding sources to determine appropriate student classification type.
Coordinates Contingent Worker appointments and obtains all required documentation and pre-approvals for Workday.
Maintains data integrity for salaried Workday appointment information.
Provides information to staff, managers, and faculty members on UBC, Faculty of Medicine, and Department of Pediatrics HR policies, practices, guidelines, and procedures related to different employee groups and human resources and payroll inquiries.
Coordinates HR activities related to recruitment, appointments, reappointments, salary and costing allocation changes, leaves, and departures for all salaried appointments.
Liaises with Finance, Payroll, HR, and the ISC to investigate and resolve payroll and appointment issues.
Reviews and processes all honoraria payment requests.
Guides the departmental volunteer processes following UBC Guidelines.
Coordinates all aspects of the on-boarding and off-boarding processes for students, staff, and clinical fellows.
Oversees administrative systems, records, tracking mechanisms, and HR-related communication tools, including updating HR related information on the departmental website and maintaining the UBC online directory for the department.
Maintains departmental criminal record check clearances and processes to ensure renewals are captured in a timely manner.
Organizes payment for speakers engaged in the Vancouver Summer Program.
Collects relevant information for all FOI requests.
Prepares reports and compiles statistical information and creates complex spreadsheets as needed.
Assists with the development and implementation of human resource activities within the department, such as coordinating the rollout of changes to HR processes, updating procedural documentation, and supporting consistent application across employee groups.
Maintains current knowledge of UBC, Faculty of Medicine, and Department of Pediatrics policies, processes, procedures, and employee agreements and handbooks.
Acts as back-up for vacation, leave, or overflow coverage.
Performs other responsibilities as required.