Human Resources Coordinator
The University of British Columbia
Vancouver, Canada
10d ago

The Human Resources Coordinator provides advice and support in the area of human resources to management, faculty and staff from units within the Faculty of Pharmaceutical Sciences.

This role provides advice and recommendations on a wide range of human resources management issues. Coordinates and assists managers with job classification and recruitment processes.

Provides general advice regarding the interpretation of collective agreements, other agreements and handbooks governing conditions of employment.

Provides guidance for salary administration and performance evaluation, oversees the attendance management system, and works on special projects.

Responds to inquiries from units, from managers and employees. Responsible for HR related processes and implementation of HR best practices within the Faculty. Organizational Status

This position reports to the Human Resources Director. Works collaboratively with management, faculty and staff from units within the Faculty of Pharmaceutical Sciences and regularly liaises with UBC staff outside the Faculty, such as central Human Resources, Faculty Relations, and Finance.

Oversees and works with two Human Resources Assistants in the processing of appointments and payroll, onboarding / off-boarding processes, attendance tracking and file management.

Provides overall human resources support in the absence of the Human Resources Director. Work Performed

1.Works collaboratively with the Human Resources Director in developing and implementing strategic plans, goals and objectives for the Human Resources function within the Faculty of Pharmaceutical Sciences.

2.Ensures the Faculty's Human Resources activities are in compliance with University policies and agreements, as well as current legislation affecting the workplace (e.

g. Employment Standards, Human Rights Code, and Freedom of Information). Provides advice to managers and supervisors regarding the interpretation of collective agreements and other agreements and handbooks governing conditions of employment.

3.Provides information and general advice to management and staff, regarding legislation affecting the work place (e.g. Employment Standards, Human Rights Code, and Freedom of Information).

  • 4.Provides advice and manages all aspects of recruitment, appointment, re-appointment, termination, and leaves pertaining to Management and Professional, CUPE 2950, and CUPE 116 staff;
  • Lecturers, Research Associates and Postdoctoral Research Fellows; as well as visiting appointees and special student appointments.

    5.Establishes practices on attracting, retaining and developing staff. Stays current on issues such as HR best practices, health & wellness, performance management, coaching & mentoring.

    6.Responsible for drafting and finalizing job descriptions including classification and reclassification of Management and Professional, CUPE 2950 and CUPE 116 positions.

    Provides guidance to supervisors on preparing job descriptions in compliance with UBC benchmarks, and determines or obtains classification per UBC procedures.

    7.Provides expertise and guidance in recruitment of staff and faculty term appointments. Participates in interview and selection processes for research and administrative personnel as required.

    Vets short listed candidates and recommends interview questions, performs reference checks as required, and develops drafts of official offer letters for employment to successful candidates for the Dean or designate, Associate Deans, Directors, or research faculty as appropriate.

    8.Develops, monitors and oversees onboarding, orientation and off-boarding processes for faculty, staff, students and visitors.

  • 9.Liaises with new incoming faculty members prior to their arrival in Vancouver to ensure a smooth and problem-free transition;
  • ensuring proper documentation is in place (such as work visa, application for SIN, medical coverage, faculty housing applications, etc.

    and working with Faculty Senior Finance Manager and UBC Housing and Relocation Services as appropriate.

    10.Oversees preparation of materials to meet immigration requirements for appointing temporary foreign workers. Refers general immigration queries to appropriate UBC resource.

    11.Oversees all faculty, staff, and special appointments processing. Ensures new hires, appointment renewals and changes, as well as transfer / severance notices are processed in a timely fashion in accordance with UBC's policies and procedures, and, as appropriate, in consultation with the offices of UBC HR and Faculty Relations.

    12.Coordinates supporting documentation for tenure-track faculty appointment, promotion and tenure reviews, liaising with other Faculties as required where joint appointments are involved.

    13.Advises and coaches managers and supervisors regarding performance management practices. Coordinates and provides advice to managers on employee performance reviews.

    Works with managers to identify skill upgrading needs of support staff and ensures appropriate training is received. Refers sensitive or complex matters to the Human Resources Director.

    14.Provides advice and guidance to managers on compensation and salary progression for various employment groups including authorization of salary increases.

    Ensures that Faculty is complying with employee / collective agreements in respecting eligibility guidelines and timelines around increases.

    15.Oversees all leave management records and activities, including vacation, sick, maternity / paternity, medical and unpaid leave.

    Assists supervisors with attendance management concerns in accordance with appropriate HR policy. Oversees submission of semi-annual attendance reporting.

    16.Analyzes requests for temporary / ongoing assistance, to determine if additional resources are required.

    17.Responsible for the integrity, confidentiality and security of all faculty and staff personnel records, documents and file systems.

    Ensures Faculty personnel files are compliant with FOIPOP guidelines and record management procedures are adhered.

    18.Responsible for authorizing access, ensuring adequate training and effective and appropriate use of UBC HR electronic systems (HRMS, E-

    Recruit, HR Workflow, Position Management, etc.)

    19.Represents the Faculty on various committees, including the Joint Occupational Health and Safety Committee (JOHSC).

    20.Performs other duties as required. Supervision Received

    The Human Resources Director will provide general direction and oversee performance. The position is expected to work independently within UBC and Faculty policies, procedures, objectives and goals and to use good judgement in duties and responsibilities and in identifying unusual matters that require consultation, further investigation, etc.

    before taking action. Supervision Given

    Participates in providing guidance to the hiring, evaluation and discipline of staff personnel. Supervises and governs the workflow of two Human Resources Assistants.

    Consequence of Error / Judgement

    The incumbent must use strong organization and prioritization skills to effectively and efficiently manage the various processes and time-

    lines related to reviews for appointments and re-appointments for the various appointments within the Faculty. Exercises considerable judgement in initiating and completing activities and is required to ensure compliance with the applicable legislation, employee / collective agreements, UBC and Faculty policies, procedures, and guidelines.

    Errors in judgement or procedures could result in serious appointment, promotion and tenure issues and result in inefficient use of resources, legal action, and / or additional financial obligations for the Faculty.

    The incumbent will be dealing with sensitive, highly confidential information and unique situations that require good judgement as to the appropriate actions to take and / or other UBC units to involve. Qualifications

    Undergraduate degree in a relevant discipline. Human Resources Management training preferred. Minimum of two to three years of related experience or the equivalent combination of education and experience.

    Relevant UBC experience is an asset. Good knowledge of current human resources management practices. Excellent oral and written communication skills.

    Excellent technical and analytical skills and in utilizing UBC systems such as HRMS, and AccessUBC. Ability to maintain accuracy and attention to detail.

    Ability to establish and maintain supportive working relationships with faculty members, Faculty units and central University offices.

    Ability to exercise independent judgement, tact, discretion, diplomacy and confidentiality. Willingness and ability to investigate and resolve conflicts in a professional manner.

    Is flexible, confident and self-motivated. Ability to work independently as well as participate as a collaborative member in a team environment.

    Ability to set priorities, work under pressure and meet deadlines.

    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.

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