HR Assistant

Job Summary

The HR Assistant supports the human resource functions for students, staff, and faculty in the Department of Emergency Medicine. The incumbent will be responsible for initiating and coordinating HR tasks for staff, students and faculty appointments, reappointments and promotions, maintaining accurate HR records, and the day-to-day human resources activities for the department.

Organizational Status

The vision of the UBC Department of Emergency Medicine is to be a provincially integrated Department committed to clinical, academic, and health care delivery leadership, founded in the creation and exchange of knowledge to improve emergency care. Our faculty members across the province have an impressive record of research and discovery related to prevention of emergencies, improving clinical care, and system improvements. Our Royal College residency training program, distributed across four program sites, is the largest in the country providing high-quality emergency training. The Department of Emergency Medicine has also played a leadership role in the development and implementation of the BC Emergency Medicine Network which integrates and translates knowledge and experiences to support emergency practitioners across the province.

This position reports to the Administrative Manager and takes direction from the HR Coordinator. The HR Assistant also interacts with other UBC staff and faculty members in order to support the department.

Work Performed

• Provides day-to-day human resources transactional support for the department.

• Prepares and processes full-cycle HR tasks related to recruitments, appointments, reappointments, salary and costing allocation changes, promotions, transfers, leaves, resignations, retirement, and severance for staff and students and provides transactional support for selected faculty, as needed.

• Coordinates the appointment, reappointment, and promotion processes for Clinical and Clinical Emeriti Faculty, including soliciting, reviewing and preparing documents, submitting completed packages, and entering and maintaining related information into the relevant administrative systems.

• Coordinates the Clinical Appointments, Reappointments, and Promotion committee meetings.

• Coordinates the appointment, reappointment, and termination of Clinical Fellows and Associate Members.

• Assists with recruitment activities for staff appointments.

• Tracks and processes salary increases for staff (e.g. probation, mid-point progression, and merit)

• Ensures sufficient funding to support appointments and verifies salary entitlement and benefits eligibility.

• Provides general information and advice on human resources referring complex queries to the HR Coordinator.

• Coordinates onboarding and offboarding activities for staff, students, and faculty.

• Maintains employee attendance records, ensures entitlements and balances are kept up-to-date and are accurate.

• Monitors term end dates for all staff and faculty and ensures individuals are reappointed or terminated as required.

• Monitors work permits and study permits for staff, students, and faculty.

• Maintains appropriate lists to track completion of training and performance reviews and collects documentation for personnel files.

• Supports departmental information and records management, and is responsible for maintaining HR electronic filing systems

• Ensures personnel data within all administrative systems is accurate and kept up-to-date.

• Coordinates the hourly submission process, which includes semi-monthly communication with hourly staff.

• Maintains the departments contact and mailing lists.

• Runs reports, compiles statistical information and creates complex spreadsheets on an as needed basis.

• Assists with the development and implementation of policies and procedures to support increased efficiency and effectiveness of HR processes and operations within the department.

• Supports the integrity, confidentiality and security of employee personnel records.

• Maintains current knowledge of UBC and FoM policies, processes and procedures, and employee agreements and handbooks.

• Coordinates and/or provides support to special projects and initiatives that enhance HR practices, as required.

• Performs other duties as required.

Consequence of Error/Judgement

The HR Assistant is responsible for a variety of functions where a high degree of accuracy, confidentiality, tact, and sound judgement is critical. Errors could result in a number of consequences including faculty and staff not being paid appropriately or in a timely fashion, financial loss, and inaccurate records from which decisions are made. These may significantly impact the reputation of the department and could result in inappropriate policy, HR and financial decisions.

Supervision Received

This position works independently under the direction of the Administrative Manager and HR Coordinator.

Supervision Given

None.

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

Education: University degree in business administration, human resources, or a relevant discipline preferred. Designation or working towards Certified Human Resources Professional CPHR is an asset.

Experience: Professional experience and/or training in human resources is preferred. Computer experience and competency with Microsoft Office suite specifically Word, Excel, Outlook is required. Demonstrated commitment to ongoing professional development is preferred.

Knowledge, Skills, & Abilities:

• Strong ability to communicate effectively verbally and in writing.

• Ability to be thorough, accurate, and have a high level of attention to detail.

• Ability to work independently and demonstrate a high level of initiative and self-directedness.

• Ability to assess situations and escalate decisions that fall outside the scope of established policy.

• Ability to prioritize and work effectively under pressure to meet deadlines.

• Ability to anticipate problems and issues and plan ahead.

• Ability to understand and apply policies, procedures, and instructions.

• Ability to make thoughtful, informed, and thorough decisions.

• Ability to develop and maintain cooperative and productive working relationships.

• Ability to exercise tact and discretion when dealing with sensitive and/or confidential matters.