HR & Admin Assistant

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - HR Admin Clerk 3 (Gr5)

Job Title

HR & Admin Assistant

Department

Human Resources Support Deans Office Faculty of Applied Science

Compensation Range

$4314.00 - $4532.00 CAD Monthly

Posting End Date

June 28 2026

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

Job End Date

June 30 2027

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
This position is a 1-year term position to support the Facultys transition to a Shared Service Centre.

The Faculty of Applied Science at UBC encompasses six engineering departments the School of Architecture and Landscape Architecture the School of Nursing the School of Community and Regional Planning four multidisciplinary programs five major researchcentres and the School of Engineering at UBC Okanagan. As UBCs fourth-largest faculty itoperatesacross the Point Grey and Okanagan campuses as well as various off-site locations including health authority facilities.

Guided by bold and interconnected mission and vision statementstransformingourselvesand transforming the worldtheFacultyis committed to reimagining its internal structures business models and culture to better reflect its values and strategic priorities. This internal transformation is foundational to achieving a broader societal 2025 theFacultyinitiated a multi-year transformation project to shift from a decentralized service delivery model to a centralized collaborative approach. While we undertake this importantworkweare seeking additional administrative support for our units during this time of transition.

HR and Administrative Assistant is responsible for coordinating all human resources administrative activities including onboarding new staff reappointments salary progression and processing for faculty staff and students appointments in Workday and provides ad-hoc HR and administrative support across the Faculty including providing comprehensive HR information including limited interpretation of collective agreements and responding to other general administrative queries.. The position ensures smooth operations while balancing out competing priorities and deadlines by responding to inquiriescoordinating and maintaining documentation and information supporting unit staff with a variety of administrative responsibilities during peak periods or absences.

Organizational Status
This position will support operations across the Faculty as we transition core operations to a shared service model. This position will have a dual report to the HR Manager (APSC) and the Senior Manager Faculty Affairs and will take direction from the lead administrators in the departments and schools and team leaders in the Deans Office.

Work Performed

Human Resources & Administrative Support:

• Provides confidential and comprehensive coordination and administrative support of a complex nature related to recruitment employee lifecycle actions and onboarding/offboarding.
• Provides comprehensive HR information regarding hiring processes salary scales vacation and sick leave entitlements leave of absence salary increases benefits) and ensures queries are responded to in a timely manner or escalated to the appropriate individual.
• Supports all appointment/reappointments for staff and term faculty ensuring documentation aligns with UBC and APSC policies procedures and guidelines including drafting term faculty offer letters.
• Provides ad-hoc day-to-day administrative support for the six engineering departments and three schools including producing clear and accurate written communications monitoring and triaging unit inboxes coordinating general office duties tracking financial transactions and maintaining logs for reconciliation supporting the coordination tracking and processing of expense reimbursements and purchase order requests scheduling and coordinating meetings and events and other related duties
• Provides information and general advice including limited interpretations of collective agreements and handbooks on topics including but not limited to salary increases hiring processes attendance vacation and sick leave benefits. Escalates more complex staff-related cases to HR Manager and faculty-related cases to Snr Manager Faculty Affairs
• Maintains a proactive system for staff and term faculty appointments/reappointments term end dates promotions leave of absences working notices probation salary increases vacation tracking statutory holiday pay for part-time staff and more.
• Prepares and review reports from Workday on a regular basis including monitoring vacation and sick leave balances following up on action items as needed.
• Supports drafting posting and tracking staff and term faculty job postings ensuring compliance with UBC policies employment standards and applicable collective bargaining agreements.
• Submits offer of employment in the IRCC portal for postdoctoral fellows and visiting faculty and compile complete and submit the required documentation for LMIA and LMIA exemptions applications for other foreign faculty hires to Faculty Relations.
• Assist with staff and faculty recruitment including administrative leadership searches which may include arranging interviews and coordinating with Hiring Solutions.
• Maintain up-to-date knowledge of current human resources policies guidelines and procedures for staff appointments.
• Develops and maintains relationships with client departments providing excellent proactive customer service
• Assists on special projects within the portfolio. Including supporting the creation of SOPs as it related to processing for the new Shared Service Centre updating the intranet etc.
• Performs other duties as required.

Workday Business Processes:

• Initiates all Workday business processes supporting full-cycle HR including tasks related to recruitments appointments salary and costing allocation changes promotions transfers leaves resignations retirement etc. for staff using Workday.
• Coordinates and processes faculty appointments reappointments salary and costing allocation changes leaves terminations within the Deans Office and provides coverage to units as required working closely with the Snr Manager Faculty Affairs to ensure processes are consistent and aligned with University and Faculty practice and policy.
• Processes sessional appointments in both the Integrated Information Sessional Information System and Workday.
• Collects and organizes documentation for new hires and departing employees including employment information and resignation letters; assist supervisors with onboarding and offboarding processes.
• Maintains data integrity in Workday by inputting and updating employee demographics salary information and other related matters.
• Prepares and review reports from Workday on a monthly (or other appropriate interval) basis; follow up on action items as needed.
• Resolves complex issues related to Workday troubleshooting payroll appointment data employee classifications and other related matters.
• Participates in training for Workday develops expertise in Workday HR business processes and provides recommendations on changes to internal BPs.
• Provides training and troubleshooting on Workday business processes and administrative functions to clients.

Consequence of Error/Judgement
Exercises diplomacy sound judgement and discretion while maintaining a high level of attention to detail particularly when handling sensitive and confidential information. Accountable for the accuracy and timeliness of work procedures and systems. Errors may result in significant consequences including incorrect or delayed payment financial loss and inaccurate records that inform decision making. Such errors could negatively impact the Facultys reputation and lead to inappropriate HR financial or policy decisions.

Exercises initiative and judgement in managing non-routine matters that require interpretation and application of University and departmental policies procedures and guidelines. May develop improved methods and procedures to address workload challenges and contributes to decision-making related to the goals and policies of the work unit.

Supervision Received
Reports directly to the HR Manager APSC and Senior Manager Faculty Affairs. Work is performed in accordance with established procedures and accepted practices.

Supervision Given
None

Minimum Qualifications
High School graduation plus two year post secondary diploma plus three years of related experience or an equivalent combination of education and experience.

- Willingness to respect diverse perspectives including perspectives in conflict with ones own

- Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion

Preferred Qualifications

• Human resources experience preferably in a complex unionized environment.
• Knowledge of faculty appointments and related University policies and guidelines an asset. Knowledge of provincial and federal legislation governing employers Human Resources practices. Experience with Workday an asset.
• Ability to maintain accuracy and attention to detail.
• Ability to communicate effectively verbally and in writing.
• Ability to determine the nature and urgency of inquiries and issues and triage appropriately.
• Ability to interpret and apply collective agreements in a complex unionized environment.
• Ability to develop and maintain cooperative and productive working relationships.
• Ability to exercise tact and discretion when working with information of a confidential or sensitive nature. Ability to work effectively independently and in a team environment.
• Ability to deal with a diversity of people in a calm courteous and effective manner.
• Ability to analyze problems identify key information and issues and effectively resolve

Required Experience:

Junior IC

Employment Type : Full-Time
Experience: years
Vacancy: 1
Monthly Salary Salary: 4314 - 4532