HR Coordinator

Job Summary

This position coordinates Human Resources functions within the Department of Urologic Sciences. This position is responsible for coordinating all Human Resources functions, including recruitment, hiring, and appointment/reappointment processes for staff, student, faculty within the Department and its distributed sites. Works closely with and reports to the Administration Manager in the Department. Responsible for completing all administrative clerical tasks regarding human resources and personnel management for the Department relating to Faculty, Staff and Students.

Organizational Status

This position reports administratively to and works closely with the Administrative Manager.

Work Performed

HR:

• First point of contact for department members regarding HR matters. Responsible for addressing all routine HR related inquiries.
• Monitors generic HR inbox for questions, escalates to Administrative Manager as appropriate.
• Creates templates detailing and describing routine answers and information
• Provides information to faculty and staff on current UBC human resources policies and practices, such as attendance and leave management, vacation and sick leave benefits, appointment and re-appointments.
• Advises department head/division heads/PIs on collective agreements terms, including limited interpretation (eg. sick/vacation accruals, notice periods, posting deadlines etc).
• Coordination of full cycle appointment, reappointment and termination activities for all staff, faculty, trainees and students within the Department.
• Enters job descriptions, updates and maintains hiring documents and other required data into UBC systems (WorkDay), submits job descriptions for classification, and creates job postings and processes hires according to established guidelines.
• Maintains/archives recruitment files, applications and departmental postings.
• Generates appointment/reappointment offer letters and promotion letters and coordinates with faculty members for signatures.
• Assists Administrative Manager in the appointment, reappointment, and promotion process for both Clinical and Academic Faculty.
• Assists with ARPT and CARP packages and distribution to committee members, both Clinical and Academic.
• Advertises Research Associate and Postdoctoral Fellow positions on dept. web and other appropriate media.
• Submits LMIA applications, and completes IRCC processes. Follows up on subsequent issues.
• Liaises with internal UBC Departments (Faculty Relations, Medicine Dean's Office, UBC Payroll).
• Liaises with external organizations (eg. PHSA Employee Services, VCH, SPH and etc).
• Assists Administrative Manager on projects as required.
• Records and manages HR procedures.

Payroll:

• Prepares, verifies and processes full cycle paperwork related to appointments, re-appointments, funding transfers, salary increases, promotions, transfer and severance notices, leave of absences, etc. for all appointees; within the Department including: Staff, Students, Faculty, Research Associates & Post Doc Fellows. Tracks and follows up on problems related to appointments and processing.
• Processes all salary (mid-point progression/merit) increases as well as earning distribution changes
• Responsible for ensuring sufficient funding to support appointments and solicits appropriate financial approvals for workflow, verifies salary entitlement, benefits eligibility and employee eligibility for the role;
• Responsible for analyzing funding/financial information for all transactions and ensuring pre-approval has been granted by the Dean's Office.
• Responsible for running and maintenance of 3 month ending reports, ensuring all appointments are extended without a break in pay and maintaining database by entering, updating and retrieving data.
• Prepares complex reports and analysis.
• Maintains all personnel data in WorkDay.
• Performs other duties as required.

Consequence of Error/Judgement

Incorrect input in the database could produce errors on the system, which would result in jeopardizing the integrity of the system, and have a serious impact on the Department budget projects and forecasting. Data provided to personal files would not be completely reliable resulting in discrepancies with regard to promotions, salary changes, appointment errors and faculty not being paid. In extreme cases could result in legal implications for the Faculty of Medicine and the University. Duties require a high level of confidentiality.

Supervision Received
Works under general supervision from Admin Manager. Performs routine duties independently.

Supervision Given

Provides formal orientation and training to new employees on departmental procedures, systems, and work processes. Offers ongoing guidance and oversight to temporary staff, students, and casual employees to ensure adherence to established policies and standards.

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.

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

Preferred Qualifications

• Experience in a medical environment is considered an asset.
• Attention to detail and accurate data entry are requirements of the position.
• Basic knowledge of HR best practices and employment standards is required.
• Ability to exercise tact and discretion when dealing with sensitive and/or confidential matters.
• Ability to prioritize and work effectively under pressure to meet deadlines.
• Effective oral and written communication and interpersonal skills.
• Ability to work effectively independently and in a team environment.
• Ability to effectively use Word, Access, Excel, and electronic mail at an intermediate level.
• Ability to interpret and prepare various statistical reports.
• Ability to perform word processing at 55 words per minute and ability to operate a normal range of office equipment.