Human Resources Assistant

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

Apply Now

Job Posting

Job ID:

Vancouver - Point Grey Campus

Employment Group:
CUPE 2950 (Cler/Secr/Library)

Job Category:
CUPE 2950 Human Resources

Classification Title:
HR Admin Clerk 4 (Gr8)

Business Title:
Human Resources Assistant

Faculty of Medicine

Biomed Engineering, School of

$48,672.00 (Annual)

Full/Part Time:


Desired Start Date:

Funding Type:
Budget Funded

Closing Date:

Available Openings:

Job Summary

The Faculties of Medicine and Applied Science have partnered to create the School of Biomedical Engineering (SBME), a new flagship entity at UBC, and a top strategic priority for the University and both Faculties. The SBME is a nucleus for education and training, research, and innovation in biomedical engineering, creating new knowledge, new academic and training programs, and fostering translation and innovation. The vision of the School is to transform health care outcomes through unconstrained exploration of the best possible integrative solutions across engineering, medicine, and biology. The SBME faculty conduct research that advances our fundamental understanding of human biology and that yields technologies and therapies that advance our health and wellbeing.

The HR Assistant coordinates Human Resources functions within the School. This position is responsible for coordinating all Human Resources functions, including, recruitment, hiring, and appointment/reappointment processes for staff, student, postdoctoral fellows, research associates and honorary faculty within the School.
The incumbent is also responsible for completing all administrative clerical tasks regarding human resources and personnel management for the School relating to Faculty, Staff and Students.

Organizational Status

This position reports to the HR Manager in SBME. The Human Resources Manager, with oversight from the Director of Strategic Planning & Operations, directly supervises this role. The incumbent communicates regularly with the School's faculty and staff, as well as staff from the Faculty of Medicine (HR and Finance), Faculty of Applied Science (HR), central Human Resources and Payroll.

Work Performed

  • Provides information to faculty and staff on current UBC human resources policies and practices, such as attendance and leave management, vacation and sick leave benefits, appointments and reappointments.
  • Advises faculty and staff on applicable collective agreements terms, including limited interpretation (e.g. sick/vacation accruals, notice periods, posting deadlines, etc.).
  • Responsible for the full-cycle appointment and termination activities for all staff, faculty and students within the School, including preparing, verifying, processing and tracking staff, student and non-bargaining faculty (e.g. post-doctoral fellow and visiting scholar) appointments and other employee changes using the Human Resources Management System (HRMS) and the Financial Management System (FMS).
  • Responsible for ensuring funding for each appointment and coordinating with administrators for alternate PGs.
  • Records and manages HR procedures.
  • Assists HR Manager and Director, Strategic Planning and Operations on projects.
  • Enters job descriptions, updates and maintains hiring documents and other required data into UBC systems, such as HRMS, Position Management, ePAF and eRecruit as well as submits job descriptions for classification and processes hires according to established guidelines.
  • Prepares, verifies and processes full-cycle paperwork related to appointments, reappointments, funding transfers, salary increases, promotions, transfer and severance notices, leave of absences etc. for all appointees within the School, including staff, students, faculty, research associates and post-doctoral research fellows. Tracks and follow-ups on problems related to appointments and processing.
  • Provides proactive support for appointments ending to ensure payroll accuracy.
  • Assists with staff recruitment activities, which include short listing candidates, scheduling employment interviews and testing, participating on interview panels, completing reference checks and preparing offer letters.
  • Responsible for ensuring sufficient funding to support appointments and solicits appropriate financial approvals for workflow, verifies salary entitlement, benefits eligibility and employee eligibility for the role.
  • Responsible for running and maintenance of 3 month ending reports, ensuring all appointments are extended without a break in pay and maintaining database by entering, updating and retrieving data.
  • Responsible for communicating with Payroll, Human Resources, and Dean's Office to investigate and solve complex payroll and personnel discrepancies.
  • Ensures integrity of employee records when entering data (ePAF), updating, and retrieving data as well as with the maintenance of paper files.
  • Prepares complex reports and analysis.
  • Maintains all personnel data in HRMS.
  • Maintains and updates electronic mailing lists and corresponding spreadsheets for SBME faculty, staff and students.
  • Assist HR Manager with immigration and subsequent issues.
  • Arranges catering, schedules committee meetings, takes minutes, files and other duties as necessary.
  • Performs other related tasks as required by the HR Manager and Director, Strategic Planning and Operations.
Supervision Received

This position primarily reports to the School's Human Resources Manager, but will also receive direction from the School's Director, Strategic Planning & Operations.

Supervision Given

Formally trains new staff on work procedures, and/or oversees work of students and/or temporary staff. Oversees the work of the other HR Assistant, Clerk 3 (Grade 5).

Consequence of Error/Judgement

Required to use diplomacy, sound judgment and a high level of observance to issues and data that requires a high level of confidentiality. Errors in judgment may lead to conflict and/or legal situations, financial consequences, inefficiency of operation, delayed results, and could harm the reputation of the School, the Faculty and the University.


High School graduation and two year post-secondary diploma. Diploma or certificate in human resources management preferred. 4 years relevant experience or the equivalent combination of education and experience. Preferred experience in the area of human resources as well as experience with UBC systems and procedures. Experience in working with HRMS is preferred. Trained in office procedures. Computer experience at an intermediate level with Microsoft Office (e.g. Word, Excel, and Outlook) required, and experience preferred with PeopleSoft or other Human Resources Information System. Ability to be thorough and maintain accuracy and attention to detail. Ability to effectively manage multiple tasks and priorities. Ability to perform word processing at 50 words per minute. Ability to communicate effectively verbally and in writing. This includes the ability to compose routine correspondence and other material, using clear, concise business English. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to exercise tact and discretion. Possesses the knowledge and practical skills required to keep HR issues confidential and personal data secure. Ability to effectively work independently and in a team environment.

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.