HR Assistant

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 3 (Gr6)

Job Title
HR Assistant

Administrative Management | Department of Cellular and Physiological Sciences | Faculty of Medicine

Compensation Range
$3,881.00 - $4,082.00 CAD Monthly

Posting End Date
May 23, 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 requires the incumbent possess customer service and communications skills, a positive attitude and ability to multitask. The position also requires a thorough basic knowledge of human resources management, as well as office routines, software and technology, and University policies and procedures. The incumbent must have the ability to work in a fast-paced, team environment. Duties include providing administrative support and HR support to the Departments of Biochemistry & Molecular Biology (BMB) and Cellular & Physiological Sciences (CPS) as well as support towards weekly BMB Seminars.

Organizational Status:
Reports to the Director of Administration and works closely with the HR Manager on daily departmental operations.

Work Performed:
HR Support

Works closely with HR Manager and provides day-to-day HR support as required.
Assists HR Manager with entering, modifying and posting jobs and job descriptions in Workday for Postdoctoral Research Fellows, Research Associates, Non-Union Technical Staff and Administrative Staff.
Assists during recruitments of staff by coordinating communication with candidates and scheduling interviews.
Processes new appointments, reappointments, leaves and terminations for all Postdoctoral Research Fellow, Research Associate, Non-Union Technical Staff and Administrative Staff in Workday.
Compiles statistics and prepares reports on topics such as upcoming terminations.
Assess and delegate the workflow for the Work Learn student in the Administration Office to ensure everything is completed in a timely manner and that division of tasks is suitable.
Delegate the workflow for the other support staff when the incumbent is absent to ensure the timely completion of tasks.

Seminar Support

Provides all aspects of seminar support.
Coordinates weekly seminars including organization of speaker schedules and room bookings, advertising, makes travel arrangements and books accommodation for seminar speakers, organizes student lunches, prepares coffee for the seminars.
Maintains the seminar budget by working closely with BMB seminar coordinators. Reconciles all seminar expenses. Processes all payments relating to the BMB Seminar Series.

General Administration

Coordinates and helps arrange department functions and special events such as scouting and booking venues, audio visual equipment and catering; prepares and distributes event announcements and ensures that preparations are completed.
Coordinates catering for the Michael Smith Seminar once a year. Works with Michael Smith Labs in ensuring all expenses are reconciled, processes JVs for fund transfers between units.
Updates departmental phone directories and UBC phone directory.
Sorts and routes mail/faxes/courier packages and processes outgoing mail and courier packages.
Provides back up support during vacations and absences.
Performs other related duties as necessary.

Judgement, Authority, Decision Making:
Works independently under general supervision of Director of Administration and HR Manager. 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.

Supervision Given:
Level of Supervision – Level 1:
Not required to supervise; may explain work procedures to new or inexperienced 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.

Preferred Qualifications:
Certificate or Degree in Human Resources Management considered a major asset.
Must have strong knowledge of best practices in human resources.
Ability to maintain accuracy and attention to detail. Ability to work effectively on multiple tasks and priorities.
Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English.
Ability to effectively use MS Word, MS Excel and Outlook on PC at an intermediate level.
Ability to accurately create and maintain records.
Ability to prioritize and work effectively under pressure to meet deadlines.
Ability to analyze problems, identify key information and issues, and effectively resolve.
Ability to communicate effectively verbally and in writing.
Ability to perform work processing at 60 words per minute.
Ability to deal with a diversity of people in a calm, courteous, and effective manner.
Ability to effectively resolve client complaints in a calm, non-confrontational manner, and by exercising sound judgement.
Ability to work effectively independently and in a team environment is essential.
Previous experience using Workday considered a major asset.