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Human Resources Assistant (#1,468,432,320) 

Job offer in Vancouver (British Columbia), Canada

Vancouver, BC$43,884 a yearJob Posting
Job ID:

Vancouver - Point Grey Campus
Employment Group:
CUPE 2950 (Cler/Secr/Library)
Job Category:
CUPE 2950 Administrative Suppt
Classification Title:
Administrative Support 3 (Gr6)
Business Title:
Human Resources Assistant
Faculty of Medicine
$43,884.00 (Annual)
Full/Part Time:
Desired Start Date:
Funding Type:
Budget Funded
Closing Date:
Available Openings:

Job Summary
The Human Resources Assistant plays a key role in the Department of Psychiatry by providing day-to-day administrative support in the Department Administration Office and acts as the first point of contact to Department members. The primary job duties include providing financial, human resources and administrative support for the Department. This position liaises with staff, students, faculty, health authority personnel, relevant individuals in the Faculty of Medicine or in other academic units at UBC, and external vendors/ client to obtain, clarify and disclose information on sensitive and confidential matters.
Organizational Status
This position receives work direction and day-to-day supervision from Human Resources Managers. May occasionally receive work direction from Department Administrative Coordinator and Director of Administration. This position works closely with the Finance & Administrative Assistant and is expected to provide coverage during busy periods and/ or leaves.
Work Performed
HR Admin Duties:Gathers, prepares and submits human resource and payroll-related documentation for faculty, staff and student appointments in the UBC online systems (ePAF and eRecruit) and paper forms (such as appointments, transfer and severance, leave of absence and etc.).Prepares and sends out semi-monthly hourly timesheets and ensures timesheet deadlines are met. Performs calculations and enters statutory holiday pay, generates vacation payout requests, updates master tracking sheet for hours worked to facilitate statutory pay calculations, checks for any irregularities on timesheets including overtime hours or lack of Pl approval, and follows up with employees and/or Pls as needed.Responsible for the Criminal Record Check process; maintains a tracking system for renewals, ensures forms are sent to the individual and received by the Department, submits completed consent and payment forms to the BC Ministry of Public Safety and Solicitor General, and records the results and files accordingly. Responsible for the Volunteer application process; maintains volunteer application packages in accordance to UBC policies and procedures, ensures all required forms are submitted, maintains list of volunteers and contacts PIs to collect accurate information on the volunteers, and liaises with partner institutions as needed.Tracks and maintains records of the UBC mandatory training completion certificates (such as Anti-Bullying).Responsible for keeping track and notifying the HR Managers of reoccurring deadlines or reappointments for HR related matters.Assists Department HR team in obtaining financial approval for hiring and re-appointment by outlining the salary and estimated benefits cost.Works with Department HR Managers in resolving issues related to both electronic and paper appointment transactions. Forwards complex issues to HR Managers. May connect with Faculty Dean&# 039;s Office HR team, UBC Payroll and Benefits team as required to resolve issues.Enters, updates and submits job descriptions in the Position Management system for classification.Creates job postings in UBC internal system (eRecruit) and external websites (such as WorkBC and etc.) according to established guidelines.Responsible for creating and closing personnel files. Maintains and files human resources records, documents and reports (paper and electronic). Assists in archiving of disposal of personnel files.Assists HR Managers with Departmental committee meetings (such as notifing attendees, booking rooms, setting up conference call equipment, preparing agenda, and etc. ).Performs other related duties, as needed.General Admin Duties: Responds to telephone, email and in-person inquiries. Responds independently to general inquires and redirects items requiring action to the appropriate office or resource for assistance.Uses online booking system to book Department meeting rooms and AV equipment. Prepares invoices for booking when required.Prepares maintenance and key requests.Coordinates phone and voicemail services with UBC IT. Facilitates hospital ID access requests.Assists with various facilities related projects such as moves and renovations as needed. Participates in Department's Local Health & Safety meeting, including taking and distributing minutes, and assisting with preparing agenda items.Orders supplies for the Department Administration Office and Education Office, such as general office supplies, photocopier supplies and supplies for Department lunch room. Schedules courier deliveries and accepts parcels for the Department members at Detwiller Pavilion.Liaises with Xerox and/or Department IT for printer troubleshooting, acts as the first point of contact person for Department equipment problems.Under the direction of Department Administrative Coordinator, provides support for Department events such as Department Annual Research Day, Clinical Faculty Dinner, meetings and workshops as needed and on an ad hoc basis.Drops off documents to the Faculty of Medicine Dean's office and/or Central Finance/HR units on a daily basis.Performs other related duties, as needed.Finance Admin Duties (provide coverage as needed):Prepares requisitions, purchase orders and journal vouchers. May be required to enter cash receipts for cheques and cash payments received, and prepare cash deposit bags for deposit.Reviews and verifies requisitions, purchase orders and journal vouchers prepared by other Departmental staff for accuracy and completeness, including using correct accounting codes, having adequate supporting materials and valid authorized signatures while ensuring transactions are in compliance with Department/Faculty/UBC policies and procedures.Acts as a resource for Department members in financial procedures and processes, interprets financial policies and procedures, when relevant, regarding preparation of claims, reimbursements, payments and purchase orders.Tracks and submits financial requisitions to Faculty Operations Finance team for processing, responds to inquiries regarding the status/progress of the requisition as required, and follows up with Faculty Finance Operation team and UBC Finance as required to resolve issues.Maintains up to date purchase card holders list, distributes monthly statements to cardholders, collects monthly signed statements and backup documents, and follows up as needed. Assists in the distribution of monthly electronic financial statements to PIs.Maintains and files Department finance records, documents and reports (paper and electronic), and ensures records are in compliance with UBC policies. Assists in archiving and organizing documents into boxes and putting them into storage.Assists with grant application process; ensures sufficient supporting material is attached to the application form and prints it out for signature, and tracks and submits the package to the appropriate office when signed.Performs other related duties, as needed.Supervision Received
Supervised by the HR Managers. Receives work direction from HR Managers and be may assigned tasks by Director of Administration and Administrative Coordinator. Works independently under administrative direction consistent with Departmental goals, objectives, policies, and procedures. Keeps supervisor apprised of the status of various tasks and consults with supervisor with reference to new or complex problems. Meets as needed with supervisors.
Supervision Given
None. May allocate work to & train Work-Study students and temporary staff as needed, or provide orientation to new staff.
Consequence of Error/Judgement
Work is performed under broadly established general procedures, and requires initiative and good judgment to plan and complete recurring tasks independently. The position requires multitasking, planning and prioritization of duties. Organization of work to accomplish goals and meet deadlines is expected. The duties for this position are extremely time sensitive and require appropriate planning, monitoring and follow up to meet deadlines. If deadlines are not met and documents are not prepared in an accurate and timely manner, it could create hardship for the employee, embarrassment for the Department and have a negative impact on Department resources. This position must incorporate knowledge of the University, Faculty and Department policies and procedures. New or unusual problems are referred to HR Managers.
High School graduation and 1 year post-secondary education. 4 years related experience or the equivalent combination of education and experience. Experience in office procedures and practices.Experience with UBC finance and HR practices and appointment processes is preferred. Familiarity with HRMS and FMS is preferred.Knowledge of university and faculty of medicine guidelines, policies and procedures is preferred. Exceptional oral and written communication.Excellent interpersonal skills, customer service skills and professionalism. Ability to be thorough, accurate and exercise high level of attention to detail.Ability to effectively use of Microsoft Applications (Word, Excel, Access) at an intermediate level.Ability to plan work independently, complete work assignments and meet requirements without ongoing direction.Ability to balance multiple tasks and meet deadlines. Ability to exercise tact, discretion, confidentiality and sound judgement.Ability to work effectively independently and in a team environment.Ability to work effectively under pressu

The Company

Company Name
University of British Columbia

Job Details

Job Location
Post Code
CA-V5K 0A1
Greater Vancouver
British Columbia

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