Staff - Union
CUPE 2950 Salaried - Administrative Support 3 (Gr6)
Human Resources Assistant
Facilities Support | Vancouver Coastal Health Research Institute | Faculty of Medicine
$3,881.00 - $4,082.00 CAD Monthly
Posting End Date
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
The Vancouver Coastal Health Research Institute (VCHRI) is the research arm of Vancouver Coastal Health (VCH) and an institute under the Faculty of Medicine, UBC. The Institute supports primarlily UBC and VCH staff and researchers located within all VCH sites. The Institute Administrative Office has two units reporting directly to it (Clinical Research Unit (CRU) and the Medical Animal Facilities (MAF) and has 10 Research Centres, 7 Research Programs and 5 Research Areas which report in to the VCHRI Executive Director. The position is primarily responsible for coordinating the recruitment, appointment, reappointment and termination processes for the administration office staff (approximately 35 people plus provides guidance and supports the 2 sub-units as needed) under the day-to-day supervision of the Manager, Facilities and Administration. Acts as a reference person to VCHRI Centres, Programs and Research Areas. VCHRI Admin staff are union, non-union employees and students (co-op and/or work learn) employed by both UBC and VCH, with appointments being processed on two different HR systems. (Faculty appointments are processed through their UBC home departments.) The incumbent acts as a front-line resource for managers and employees and responds to confidential and complex enquiries regarding various HR issues. Incumbent is also the subject matter expert for Workday HR processes.
The VCHRI Research Institute is an Institute under the Faculty of Medicine at UBC and Vancouver Coastal Health. The Human Resources Assistant reports to the Executive Director, VCH Research Institute and receives day-to-day supervision from the Manager, Facilities and Administration. The incumbent communicates regularly with Staff and Students in the Administration office and in sub-units of VCHRI, the Dean’s Office Faculty of Medicine (HR), central Human Resources and Payroll.
Maintain current knowledge of human resources policies and procedures and applicable collective agreements for UBC and VCH Staff (and students where applicable).
Provide information/clarity surrounding appointment, payroll, and other human resources inquiries for UBC and VCH staff and occasionally to Centre and sub-unit administrators.
Responsible for coordinating all UBC HR transactions by: entering and updating job descriptions, creating checklists and maintaining org charts, creating and monitoring job postings, preparing, verify, process and track staff appointments and other employee changes using Workday (UBC) and the VCH EE-on-line/Peoplesoft) Systems including hires, re-appointments, job offers, salary changes, costing allocation changes, leaves, terminations, tracks and follows up on approvals. and other changes in employment under the direction of the day-to-day supervision from the Manager, Facilities and Administration. VCH requests for changes are submitted using a requisition on the VCH EE-on-line system.
Learn work processes for WorkDay as it relates to the HR portfolio by attending workshops, webinars, demonstrations, virtual meetings. This role will is the subject matter expert for Workday HR processes who can support Institute managers and staff and sub-units reporting to VCHRI as needed.
Coordinates creation and maintenance of SupOrg’s on Workday, ensures departmental units are reflected according to appropriate hierarchy.
Coordinates VCHRI Workday HR security roles.
Tracks and assists with scheduling of probationary and performance review process for UBC staff.
Track and process probationary, career progress increments and meritorious increases for AAPS, NUT staff at UBC and for excluded staff at VCH.
Runs and maintains upcoming termination reports, ensuring all appointments are extended without a break in pay.
Maintains recruitment files, applications and departmental postings
Maintains accurate job descriptions for all staff in electronic folder.
Recruitment activities include: short listing candidates based on job requirements, scheduling employment interviews and testing, completing reference checks and submitting hire through Workday.
Payroll activities include: coordinating the hourly timesheet process which requires semi-monthly communication with hourly staff, processing timesheets, tracking hourly staff hours, calculating and entering statutory pay and processing vacation payout request forms.
Assist, calculate and/or rectify vacation and sick leave data, explain Workday process to core and research staff where needed. Collect, and maintain departmental vacation schedule.
Ensure integrity of employee records when entering data, updating, and retrieving data as well as with the maintenance of paper files.
Responsible for ensuring personal and appointment details for staff are correct in Workday, on the Department Website Directory, the Department Staff List and the University Directory.
Responsible for creation and maintenance of departmental orientation manual
Responsible for creation and maintenance of in-house HR process manual
Run reports and compile statistical information on an as needed basis.
Arranges catering, schedules committee meetings, takes minutes, files document electronically.
Performs other duties as required.
Consequence of Error/Judgement
Exercises judgment and initiative when dealing with the public and in handling matters requiring a thorough knowledge of pertinent policies and procedures of the University and the Faculty of Medicine and VCH. Takes responsibility in planning the sequence of duties, the work methods to be employed and the action to be taken. Ensures confidentiality of various issues.
Reports to Executive Director, VCHRI but receives day-to-day supervision from the Manager, Facilities and Administration.
High School graduation, plus one year of post-secondary education, plus four years of related experience, or an equivalent combination of education and experience.