HR Admin Clerk

University of British Columbia - Vancouver, BC (30+ days ago)

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Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - HR Admin Clerk 4 (Gr8)

Job Title
HR Admin Clerk

Administrative Support | Animal Care Services

Compensation Range
$4,137.00 - $4,456.00 CAD Monthly

Posting End Date
May 20, 2021

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

Job End Date

Job Summary

The position serves as the human resources support for ACS, and is one of the main liaisons with UBC Central Human Resources and UBC Central Payroll. The incumbent is also responsible for administrative functions of the three facilities – CDM, MBF and CCM.

ACS, the largest animal care program in Western Canada and the second largest in Canada, is responsible for providing research support to the animal-based research community associated with the University of British Columbia and its affiliates through its veterinary services team, the compliance team, the procurement team and its facilities. ACS is committed to providing excellence in research support to all UBC researchers with accountability, communication, cooperation, customer service and integrity. ACS reports to the Vice President Research & Innovation.

Organizational Status

The position reports directly to the Manager, HR and Administration, ACS on overall human resources functions; and to the Facility Managers on administrative matters.

Work Performed

  • Advises on and ensures follow-through on efficient human resources policies, procedures, collective agreements – mainly CUPE 116;
  • Assists with planning, developing, organizing and implementing HR activities such as evaluating higher needs and job analysis, interviews, reference checks and related activities;
  • Advises on and ensures follow-through with the Performance Review process, sets deadlines, supports managers in the process;
  • Processes recruitment including posting, advertising and initiates all staff appointments and reappointments through Workday, performs initial phone screens and performs reference checks;
  • Processes UBC Secure Access requests and provides initial onboarding and orientation for all new ACS staff;
  • Ensures all departmental human resources activities are consistent with UBC policies and procedures;
  • Provides advice, information and communication to all staff in relation to changes in the conditions of employment, salary guidelines, 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;
  • Responsible for all HR documentation;
  • Responsible for administration, data entry and follow-through in regards to Access process which is a very security conscious multi program process used to gain access to CDM by all staff, researchers and visitors; orientation of new employees except actual training within facility; including monitoring of process and data entry of all progress. Advising managers when employees not progressing through course work, etc.;
  • Advises, trains, audits, performs data entry and/or maintains oversight of Workday Absence and Time-Entry application entries ensuring all new staff are incorporated, and updates system for all related changes to FTE, employment group changes or terminations. Provides training to all new staff regarding navigation of Workday (to view their records and time-entry);
  • Ensures integrity and confidentiality of personnel files;
  • Prepares monthly, quarterly, and annual reports for department managers and ensures information from different locations are aggregated into spreadsheets
  • Assists in the development of and implementation of the UBC Animal Care SharePoint site and the Animal Care Services sites as well as its facilities;
  • Handles all departmental payroll discrepancies by collecting information from the employees and reporting issues to the central payroll contact, escalating when necessary
  • Reports all Workday application questions and errors through the Integrated Service Center and works through resolutions or workarounds with the ISC team
  • Must be a member of the CDM safety committee, which could include chairing;
  • Provides coverage for other members of administration team when absent, as required;
  • Other related duties as required.
Consequence of Error/Judgement
CDM is an animal facility where valuable research into infectious disease, animal models of human diseases, and research involving irreplaceable transgenic animals is conducted; therefore, ensuring adequate and valid employee qualifications, ensuring proper training, and addressing employee conflict and other issues is essential both to the integrity of the research carried on there, and the safety of the facility. Inappropriate hiring decisions could also result in harm to the health and welfare of animals, the safety and security of department employees and facility users, and the image of the Facility and University.

Inefficient administration could result in delays to operation of facility; Errors in judgment may result in financial loss and damage to credibility and image of the department. Errors may be difficult to recognize and correct.

Inability to correctly enter and maintain data, including advising of managers when appropriate data is not being captured will result in delays to access, mistakes in paycheques, longer training periods than necessary for staff, etc.

Supervision Received
Performs duties and responsibilities under limited supervision and works with considerable latitude. Work is reviewed by objective measures.

Supervision Given
Provides advice and guidance to ACS managers and staff. Participates in training of new employees.

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.

Preferred Qualifications

  • Previous experience with the HRIS system Workday an advantage
  • Previous experience in a Human Resource capacity
  • Ability to be thorough, accurate, and have a high level 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 (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 remain calm, decisive, effective, and safe in emergency or crisis situations.
  • 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 participate in committees and schedule meetings.
  • Highly ethical and able to deal with confidential issues with tact & discretion
  • Capable of effectively managing multiple demands from a variety of sources