Human Resources Assistant

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - HR Admin Clerk 4 (Gr8)Job TitleHuman Resources AssistantDepartmentHuman Resources Management | Administration | Faculty of ArtsCompensation Range4,137.00 - $4,456.00 CAD MonthlyPosting End DateJune 6, 2022Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.Job End DateSep 8, 2023This position is for leave replacement.Job Description SummaryThe Human Resources Assistant coordinates and provides senior level administrative support on complex Human Resources functions and administrative tasks related to faculty and staff. This includes all human resources administrative tasks related to faculty and staff employee life cycles including (but not limited to): recruitment, onboarding, promotions, leaves, and layoff/terminations. The Human Resources Assistant will also provide front line support to administrators and managers, as well as faculty, staff and student employees for HR related queries.
Organizational StatusWorks as part of a team providing support to a portfolio of units within the Faculty of Arts comprised of Academic Departments, Institutes, Schools, Centres, Programs, Cultural Venues and Academic Services Units. Reports to the Manager, HR Administration. Will work closely on a day-to-day basis with HR Specialists and HR Managers. Provides support to Director, HR and Assistant Dean, Faculty Operations as needed. Works collaboratively and develops partnerships with colleagues in the Dean’s Office, members of the Arts Service Centre Finance Team, Payroll, Central Human Resources and other UBC departments as necessary.
Work Performed

• Provides confidential and comprehensive coordination and administrative support of a complex nature related to:
• o Recruitment and selection processes
• o Onboarding/Offboarding
• o All employee lifecycle actions (i.e. promotions, pay increases, leaves, etc)
• Provides comprehensive HR information to faculty, staff and students (e.g., regarding hiring processes, salary scales, vacation and sick leave entitlements, leaves of absence, salary increases, benefits) and ensures queries are responded to in a timely manner or forwarded to appropriate individual.
• Provides information, including limited interpretation of collective agreements (staff and student employees) on HR issues
• Resolves complex issues related to payroll, appointment data, employee classifications, and other related matters.
• Oversees completion of employee required training (Bullying & Harassment, Conflict of Interest, Privacy) ensuring completion.
• Provides guidance in relation to contractor vs employee issues and supports units with HR Fast Track Forms.
• Develops and maintains relationships with client departments, providing excellent proactive customer service
• Assists on planning and initiating all actions Workday, and ensuring the accuracy, including (but not limited to):
• o Entering, updating and maintaining job descriptions, and submitting for classification
• o Posting jobs
• o initiating all Workday business processes for hires, promotions, pay increases, leaves, layoffs, and any other actions related to staff and faculty
• Prepares and review reports from Workday on a monthly (or other appropriate interval) basis; follow up on action items as needed
• Participates in training for Workday, develops expertise in Workday HR business processes and provides recommendations on changes to internal BP’s.
• Provides training on Workday business processes and administrative functions to clients
• Coordinates time and attendance processes including hourly payroll, monitoring vacation and sick leave.
• Assists with planning, developing, organising, and implementing human resources activities within the Faculty.
• Maintains current knowledge of human resources policies and procedures, and applicable collective agreements.
• Oversees WorkLearn and other students, assigning and ensuring completeness of tasks
• Assists on special projects within the Arts Service Centre
• Performs other duties' as required.

Consequence of Error/JudgementWorks autonomously under broad direction. Exercises judgment based on an understanding of procedures, guidelines and regulations particularly when interpreting information where standard guidelines are absent. Errors could result in a variety of problems relating to payroll issues, and have a negative on impact on the effectiveness and image of the Dean's office and unnecessary distress to various individuals.
Supervision ReceivedReports to the Manager, HR Administration and works closely with the HR Specialists and HR Managers.
Supervision GivenFormally trains new staff on work procedures, and/or oversees work of students and/or temporary staff.
Minimum QualificationsHigh School graduation and two year post-secondary diploma. 4 years relevant experience or the equivalent combination of education and experience.Preferred QualificationsExperience with Workday an asset. Ability to maintain accuracy and attention to detail. Ability to communicate effectively verbally and in writing. Ability to determine the nature and urgency of inquiries and issues, and triage appropriately. Ability to interpret and apply collective agreements in a complex, unionized environment. Ability to develop and maintain cooperative and productive working relationships. Ability to exercise tact and discretion when working with information of a confidential or sensitive nature. Ability to work effectively independently and in a team environment. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to analyze problems, identify key information and issues, and effectively resolve.