Human Resources Coordinator

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

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Job Posting

Job ID:

Vancouver - Point Grey Campus

Employment Group:
Management&Professional (AAPS)

Job Category:
Human Resources

Classification Title:
Human Resources, Level A

Business Title:
Human Resources Coordinator

VP Developmt & Alumni Engagemt

DAE Services

Salary Range:
$53,019.00 (minimum) - $63,647.00 (midpoint) - $76,374.00 (maximum)

Full/Part Time:

Desired Start Date:

Job End Date:

Funding Type:
Budget Funded

Leave Replacement

Closing Date:

Available Openings:

Guiding principle: "Midpoint" of the hiring salary range means the individual possesses full job knowledge, qualifications and experience.

Job Summary

The Human Resources Coordinator role focuses on providing advice and recommendations on all aspects of employee lifecycle activities for divisions within the Development & Alumni Engagement (DAE) and External Relations portfolios. This position provides advice regarding recruitment activities and is responsible for the full-cycle recruitment and hiring process. This role will also provide general advice on all aspects of employee life-cycle activities, and interpretation of collective agreements, other agreements and handbooks governing conditions of employment, referring complex and sensitive HR issues to HR Manager.

Organizational Status

Reports to the Human Resources Director, DAE, and works collaboratively with DAE HR team and supportively with DAE, External Relations staff and management. Works with various departments within UBC, including but not limited to: Compensation, Organizational Training & Development,

Work Performed

  • Provides advice regarding recruitment activities and is responsible for routine full-cycle recruitment and hiring process including e-recruit and e-Paf. Responsible for the following activities; job descriptions, external postings, classifications (reclassifications), reviewing resumes, telephone screening, designing behavioural interview questions, shortlisting/recommending candidates, identify hiring committee, coordinate interview panel, and participate in interviews, candidate testing (in-basket and skills assessment), reference checks, recommending hires, employment offers and declining of unsuccessful candidates, employee orientation and set-up;
  • Drafts and revises job descriptions in conjunction with the manager, consulting with UBC Compensation as required;
  • Is responsible for the full spectrum of employee life-cycle reporting including; end of term, probationary, midpoint progression increase (MPI), leave of absence, FTE changes and secondment. Prepares and administers all necessary communications associated with the process;
  • Is the subject matter expert on electronic recruiting system (E-Recruit Program), providing support and reporting to clients and HR team members as required. Provides advice and guidance on effective and efficient use of the system to expedite and/or streamline recruitment process and maintains accurate job descriptions for all staff in the position management system;
  • Develops and implements reporting systems and structures for departments and senior management that enable senior managers to monitor both people resources and the correlated financial health of the areas in their responsibility, including salary administration, FTE and staffing reports, quarterly HR metric reports, HR Dashboard, entrance and exit reports and the climate survey which are built from information from the university-wide systems;
  • Develops, reviews & analyzes comprehensive human resources financial reports, which monitor and report on trends, metrics, Key Performance Indicators and changes between comparative time periods;
  • Responsible for interpreting and disseminating reporting information to departments and senior administration.
  • Converts, cleans and formats data extracts in Microsoft Excel;
  • Writes factual summaries of data content and integrates the analysis into reports and presentations;
  • Leads all aspects of the onboarding process for DAE and External Relations that includes creating and maintaining materials on SharePoint, coordinating training, support with system and application set-up, and working with managers and DAE HR team to ensure proper employee orientation to UBC and the portfolios;
  • Oversees the DAE and External Relations Attendance Management Programs. Ensures accurate, ongoing and complete tracking of absence data throughout the fiscal year and conducts periodic and annual reviews and reporting of data such as: vacation entitlement, vacation carryover, absenteeism and sick leave;
  • Responsible for the coordination of leave management records (vacation, sick and attendance). Oversees all leave management activities including maternity, parental, medical, unpaid leaves as well as reduced appointment and secondments;
  • Responsible for the accurate preparation and approvals of all documents (paper or electronic) related to staff transactions including; employment offers, salary changes, leaves, promotions, layoffs, resignations, retirement, transfers, promotions etc. and ensure that they adhere to the various employment agreements;
  • Provides general HR support and advice with regards to University policies, procedures and practices, and the interpretation of collective agreements, other agreements and handbooks governing conditions of employment. Refers matters which are more complex to more senior members of the HR team;
  • Identifies opportunities for enhanced HRMS use and automated reporting to create efficiencies, increase effectiveness of HR processes and ensure data integrity;
  • Partners with Central HRMS team members to troubleshoot, identify and implement changes to increase efficiencies and increase effectiveness as required;
  • Partners with DAE Finance team members to enhance and streamline Finance/HR business processes and systems;
  • Participates in and supports the implementation of HR policies and procedures within DAE and External Relations as well as updates SharePoint;
  • Assists with the coordination of Human Resources training programs and coordinates other special projects as required, including updating and maintaining internal process manuals;
  • Performs ad-hoc analytical reporting and other duties as required.
Supervision Received

Works collaboratively with the HR team and under the general supervision of the Human Resources Director, DAE, in accordance with established principles and methods. Works closely with departmental management teams.

Supervision Given

Works closely with and provides functional supervision of the HR Assistant(s).

Consequence of Error/Judgement

Inappropriate advice or inaccurate information provided to client may result in the filing of grievances, arbitration processes, or the initiation of litigation. Any of these outcomes may have significant financial consequences for client departments, may have a negative impact on the University's relationship with unions and associations and/or may contribute to an unfavorable public image of the University. Failure to deliver services to departments in a timely manner may result in a disruption of client department operations. Misuse or misunderstanding of proper HR data management tools and practices may result in negative implications to employees in the client portfolios with a negative impact on staff morale and well-being.


Undergraduate degree in a relevant discipline. Minimum of two to three years of related experience or the equivalent combination of education and experience. Human resources experience, preferably in a complex, unionized environment. Ability to maintain high levels of accuracy and strong attention to detail. Proficient using Microsoft Office including: Outlook, MS Word, MS Excel (including ability to develop and use formulas), MS PowerPoint, database programs and internet applications and tools at an intermediate level. Ability to prioritize and work effectively under pressure to meet deadlines and effectively manage multiple tasks and priorities. Effective oral and written communication skills. Ability to exercise tact, discretion, and judgment required. Strong analytical skills, including the ability to analyze numerical data, draw logical inferences, and provide reasonable recommendations. Knowledge of current Human Resources Management practices and provincial and federal legislation governing employers' Human Resources practices. Proven ability to work in a team and collaborate with others. Ability to establish and maintain supportive working relationships with client departments, union and association representatives. Proven ability to be flexible, confident and self-motivated. Ability to deal with a diversity of people in a calm, courteous, and effective manner always maintaining awareness of the client perspective. Proficient in HR systems with working knowledge of the electronic recruiting system an asset. Ability to analyze problems, identify key information and issues, change data into information and effectively find resolution.

Equity and diversity are essential to academic excellence. 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/or status as a First Nation, Metis, Inuit, or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.