Human Resources Assistant

Job title: Human Resources Assistant

Job description: Staff – Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried – HR Admin Clerk 2 (Gr3)

Job Title Human Resources Assistant

Department Research Services | BC Children’s Hospital Research Institute | Faculty of Medicine

Compensation Range $4,085.00 – $4,190.00 CAD Monthly

Posting End Date February 9, 2024

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

Job End Date Jan 14, 2025

This offer is conditional upon successful completion of a Criminal Record Check.

This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

0.5 FTE so compensation will be prorated.

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

The BC Children’s Hospital Research Institute (BCCHRI) is located at the BC Children s Hospital. The research community based at the BCCHRI is comprised mostly of UBC faculty, staff, and students. This position is responsible for assisting the Human Resources Coordinator in the human resource administration and daily operations of the BCCHRI’s research community. This involves liaising with the various UBC departments to coordinate the onboarding/offboarding needs of over 1,200 employees and affiliates including faculty, staff, research coordinators and students located at the BCCHRI.

Organizational Status

Reports to Executive Director, Research Administration and Operations, BCCHRI with day-to-day functional reporting to the Human Resources Coordinator.

Work Performed

Under the supervision of the Human Resources Coordinator and the Executive Director, the Human Resources Assistant will perform the following duties:

• Prepares and sends out offer emails and onboarding packages for all new hires
• Collects required documentation for all new hire and departing employees
• Coordinates new hire and departing employees for the UBC online directory
• Assists the HR Coordinator in onboarding/offboarding procedures
• Responsible for file management of staff personnel files including creating, organizing, filing, archiving, and disposal
• Runs Workday reports as required for reappointments/extensions, probationary/midpoint increases, etc.
• Responsible for entering data for new hires, reappointments, and terminations into Workday and supporting the HR coordinator in said processes
• Submit and track vacation, leave, overtime in Workday for employees and follows up as appropriate
• Track student timesheets
• Responsible for file management of staff recruitment
• Schedules interviews for recruitment
• Assists HR Coordinator in resolving pay related problems for staff by coordinating with Payroll, HR, and ISC
• Submit criminal record checks for new staff and volunteers and submit expense reports to reimburse payments
• Ensures integrity and confidentiality of all personnel files and system for the Research Institute.
• Performs other HR administrative tasks as required

Consequence of Error/Judgement

Errors in judgment or procedures could seriously jeopardize the BCCHRI as communication with a variety of people and departments at several institutions will be a key part of this job. This position will be dealing with sensitive, highly confidential information.

This position must use strong organizing and prioritizing skills to effectively and efficiently manage the area of human resources relating to all employee groups in the BCCHRI.

Supervision Received

This position reports directly to the Human Resources Coordinator and to the Executive Director, Research Administration and Operations.

Supervision Given

This position has no direct supervisory role.

Minimum Qualifications
High School graduation, plus one year of related training, plus two 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 working with the University’s human resources and administrative systems are an asset. Ability to effectively use office productivity software at an advanced level (e.g., Outlook, MS Word, MS Excel). Ability to effectively manage multiple tasks and priorities .Ability to communicate effectively verbally and in writing. Ability to work effectively independently and in a team environment. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to be thorough, accurate, and have a high level of attention to detail. Ability to provide quality service to customers in a courteous, patient manner .Ability to deal with a diversity of people in a calm, courteous, and effective manner.

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