Jobs at UBC – Human Resources Coordinator

Job Description:

The HR Coordinator, Office of the VDE, supports the Senior Director, Education Programs and Services and the Administrative Director, Office of the VDE, with HR-related strategic initiatives and priorities, which include recruitment activities. Works directly with education administrative leads to set objectives, establish priorities and develop strategies to improve human resource operations in their respective educational areas; works collaboratively with the FoM Faculty Affairs HR team, UBC FoM faculty senior leadership and departmental administrators, as well as regularly liaises with administrative staff and faculty to address and facilitate issues and resolve problems.

Job Responsibilities:

• Supports strategic initiatives undertaken by the Office of the VDE in collaboration with the Administrative Director, Office of the VDE and Senior Director, Education Programs and Services, including development and implementation of plans, researching, compiling, documenting and producing reports.
• Assesses the need for, recommends improvements and implements administrative policies, practices and procedures to be observed by staff with regard to human resource issues.
• Responsible for interpreting and providing guidance on ensuring that the Office of the VDE portfolio activities are consistent with UBC and Faculty of Medicine (FoM) policies, Employment standards, WorkSafe BC and other work regulation guidelines with regard to human resources, including collective agreements and handbooks.
• Acts as a resource person representing the Office of the VDE in a liaison capacity with various FoM education programs and service units within the Office of the Vice Dean, Education portfolio with regard to human resources.
• Works with administrative leaders within the VDE portfolio to ensure supervisors are aware of their responsibilities, including providing appropriate orientation, developing resource materials, providing information to new staff and faculty related to access to UBC systems, performance reviews, salary progression increases for staff, managing employee leaves and notice obligations, etc. and providing tools to assist them. Works with supervisors to identify skill upgrading needs of support staff and ensures appropriate training is received. Recommends and implements approved initiatives for staff member recognition.
• Refers matters which are more than moderately complex to the Administrative Director, Office of the VDE and/or the Human Resources Manager, FoM.
• Provides advice to support faculty and administrative leaders on these same recruitment activities. Participates in interviews, conducts reference checks, issues letters of regrets as required, as well as authorizing positions and postings in Workday.
• Develops, plans, and coordinates effective and efficient infrastructures for human resources operations within the VDE portfolio, including evaluating and providing recommendations to the Administrative Director, Office of the VDE and Senior Director, Education Programs and Services.
• Monitors end dates for select faculty and staff positions, ensuring individuals are reappointed or terminated as necessary. Supports staff and faculty recruitment initiated by the Office of the VDE. This includes, but is not limited to, writing and reviewing job descriptions, adverts, position classifications/reclassifications, position management, advertising, reviewing resumes, developing interview questions, and making selection recommendations.
• Provides guidance on standards and practices to the VDE portfolio on issues related to appointment, reappointment, and promotion. Advises education administrative leaders on salary administration for select staff groups including hiring salary, probationary increases, mid-point progression, merit, and step increases.
• Provides advice on compliance with UBC and FoM policies, procedures and guidelines, WorkSafe BC and other work regulations. For appointment recommendations that are not in compliance with UBC and FoM policies, works with the Faculty’s HR Team or HR Manager, FoM, UBC Faculty of Medicine to investigate, consult, make recommendations and works closely with the Administrative Director, Office of the VDE and Senior Director, Education Programs and Services to resolve non-compliance issues. Applies continuous quality improvements.
• Ensures integrity and confidentiality of any and all personnel files and system within the direct work of this position.

Job Requirements:

• Undergraduate degree in a relevant discipline. Minimum of two to three years of related experience or the equivalent combination of education and experience.
• Preferred qualifications experience in working with a university human resources and administrative systems are an asset.
• Experience in a health care or educational environment preferred.
• Demonstrated commitment to inclusive excellence and applies an equity and inclusion framework to their work.
• Demonstrated ability to effectively communicate and interact with empathy, understanding, and respect of diverse and divergent perspectives and behaviours.
• Ability to build and maintain excellent working relationships with internal and external groups on matters requiring cooperation and of mutual interest.
• Ability to make thoughtful, informed and thorough decisions.
• Ability to analyze problems, investigate key information and issues, take initiative in decision-making and effectively resolve problems not clearly covered by guidelines.
• Willingness and ability to investigate and resolve conflicts in a professional manner. Ability to exercise tact and judgment.
• Ability to maintain accuracy and attention to detail.
• Excellent oral and written communication skills. Ability to plan, supervise and train in a large and diverse organizational setting.
• Ability to devise new methods of procedures to meet changing conditions.
• Thorough knowledge of current human resources management practices and provide effective and appropriate guidance and counsel on HR related matters.
• Ability to be creative and proactive, to prioritize, meet deadlines and work effectively under pressure to meet deadlines.
• Ability to understand and apply policies, procedures and instructions.
• Ability to interpret and apply collective agreements in a complex, unionized environment. Customer focused approach with the ability to work as part of a team and independently.
• Intermediate to advanced level working with human resources systems, Microsoft Office programs, including Outlook, Word, Excel, SharePoint and PowerPoint and databases.
• Knowledge of provincial and federal legislation governing HR policies and practices. Comfortable working in areas of ambiguity and change.

Job Details:

Company: The University of British Columbia

Vacancy Type:  Full Time

Job Location: Vancouver, BC, USA

Application Deadline: N/A

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