Recruitment Assistant

Job Summary

This position serves as the human resources support for UBC Geering Up Engineering Outreach (Geering Up) and is one of the main liaisons with APSC Human Resources, Central Human Resources and UBC Central Payroll. This position supports the recruitment, onboarding and termination (in Workday) of hourly position appointments.

Organizational Status

This position reports directly to the Geering Up Camps Assistant Manager. This position interacts regularly with prospective employees, hourly staff, the Geering Up administration team and institutional partners.

Due to the nature of the work, vacations are limited during the months of January-February and July-August during the peak hiring seasons for summer and fall positions.

Work Performed

· Responsible for all HR documentation related to hiring and termination of staff. Ensures integrity and confidentiality of personnel files.

· Coordinates recruitment processes including phone application screenings, interviews, reference checks and onboarding information for 150-225 positions annually.

· Creating, posting, and advertising postings internally and externally. Answers questions pertaining to posted positions.

· Initiates all recruitment related business processes, such as appointments, transfers, extensions and terminations in Workday.

· Provides initial onboarding and orientation for all new staff, inform managers when employees are not progressing through required onboarding documents or information submission.

· Provides training to all new staff regarding navigation of Workday (to view their records and time-entry).

· Ensures all new staff are incorporated, and flags updates for all related changes to FTE, employment group changes, or terminations.

· Supports administration, data entry and follow-through in regards to accessing UBC systems (FASmail, UBC Directory, Workday, CWL, SharePoint, etc.) which is a very security-conscious multi-program process.

· Creates efficiencies and updates to interview templates, recruitment process and staff onboarding/ offboarding.

· Ensures follow-through on efficient human resources policies, procedures, collective agreements – CUPE 116, CUPE 2950 & AAPS in limited capacity.

· Monitor and inform managers on all departmental human resources activities are consistent with UBC policies and procedures.

· Provides information and communication to all staff in relation to changes in the conditions of employment, salary guidelines, and provides limited interpretation on equity and benefits including changes to the collective agreements for all employee groups.

· Maintains current knowledge of human resources policies and procedures and applicable collective agreements.

· Under supervision, Ccompletes wage mapping, position appointments and Canada Summer Jobs tracker on a seasonal basis related to hourly staff appointments. (wage, hours, length of contract, personal information of staff)

· Under supervision, submit funding applications for positions allocated by managers relating to UBC Work Learn and other potential funding sources related to student staff.

· Reports Workday application questions and errors through the Integrated Service Center and works through resolutions or workarounds as needed with the ISC team.

· Provides coverage for other members of the administration team when absent, as required related to recruitment.

· Coordinate or assist the operations team with interviews as needed.

· Utilizes and provides the hiring committee with staff performance evaluations from previous Geering Up positions to provide input and information to managers to support hiring decisions.

· Represent Geering Up at career fairs and other recruitment-related networking events.

· Other related duties as required.

Consequence of Error/Judgement

UBC Geering Up Engineering Outreach delivers STEAM (Science, Technology, Engineering, Art, and Math) outreach programming to children, youth, and teachers across the province of British Columbia. Many of Geering Up’s programs focus on giving underrepresented and marginalized groups access to STEAM education; therefore, ensuring adequate and valid employee qualifications, ensuring accurate training, and addressing employee conflict and other issues is essential both to the integrity of the programs, and the image of the organization.

This position is responsible for data related to financial and reach reporting, errors could result in direct financial loss, credibility, and the institution’s reputation. Inefficient administration could result in delays of appointments impacting staff payroll.

Supervision Received

Works independently under minimal supervision. Work is performed in accordance with broadly established procedures and practices requiring initiative to plan and complete recurring assignments independently, and judgement to determine which of many methods are applicable in any given situation. There are a variety of job tasks requiring ongoing prioritization. Responsibilities and work situations are broader in scope, with limited opportunity for standardized solutions.

Supervision Given

Provides scheduling support and hiring guidance to Geering Up’s administration team, but does not directly supervise staff. Coordinates the onboarding of new staff, including student staff.
Minimum Qualifications
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

Preferred Qualifications

· Previous experience with the HRIS system Workday is an advantage.

· Previous experience in a Human Resource capacity.

· Knowledge of Geering Up programs or other educational programming hiring requirements is an asset.

· Ability to be thorough, accurate, and have a high degree of attention to detail.

· Ability to anticipate problems and issues and plan ahead.

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

· Ability to effectively use the Microsoft office group at an intermediate level (Sharepoint, Word, Outlook, Excel, PowerPoint, Visio).

· Ability to use, quickly adapt and master new software, internal to the department or internal to UBC.

· Ability to communicate effectively verbally and in writing.

· Ability to exercise sound judgment and to make thoughtful, informed, and thorough decisions.

· Sound analytical and problem-solving skills, with the ability to work toward consensus and resolve differences.

· Ability to work both independently and within a team environment.

· Ability to effectively facilitate hiring discussions and schedule meetings/ interviews.

· Highly ethical and able to deal with confidential issues with tact & discretion.

· Capable of effectively managing multiple demands from a variety of sources.

· Ability to demonstrate a commitment to equity, diversity and inclusion.

The Faculty of Applied Science values equity and diversity in our UBC community. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and Indigenous (First Nations – Status/Non-Status, Métis, or Inuit as defined by the Canadian Constitution Act 1982).

All UBC faculty and staff who work directly with or potentially have unsupervised access to children or vulnerable adults are subject to a Criminal Record Check in accordance with the Criminal Record Review Act. The successful applicant must be able to produce a valid criminal record check.