CA$51,768 – CA$54,384MidPart Time
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
April 19, 2027
This is a part-time one-year term position at 0.6 FTE or an equivalent of 21 hours per week. Please submit a cover letter and resume as part of the job application.
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.
Job Summary
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. We are a significant part of B.C.’s health research industry and a major health research institute in Canada.
The HR Assistant performs a variety of clerical tasks in support of day-to-day HR functions at the VCHRI under the direction of the Assistant Manager, HR. Responsibilities include timely and accurate processing of staff, student, and faculty appointments/re-appointments in the system; processing staff and student timesheets; limited interpreting and accurately communicating attendance and short term absence policies and procedures of routine nature; assisting in the implementation of new procedures; maintaining data integrity of UBC and VCH HR systems; and assistance with the onboarding process.
The HR Assistant is also the subject matter expert for Workday HR processes.
Organizational Status
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 Assistant Manager, HR. Works closely with other staff as a member of the VCHRI Administration team.
Work Performed
Initiates HR transactions in Workday and VCH systems, including but not limited to, hire, job change, termination, create position, costing allocation change, create job requisition, etc. Follows up with approvers to ensure timely and successful completion of the transactions.
Provides general information on topics such as attendance and short-term absences, and limited interpretation of collective agreements. Escalates complex issues to Assistant HR Manager.
Reconciles staff records for vacation, sick, leaves of absence and overtime, and answers inquiries regarding these matters. Prepares data and runs HR report for supervisors and senior leaders. Ensures compliance with collective agreements regarding yearly carry over.
Works with Payroll, ISC, UBC HR, to troubleshoot payroll and Workday issues such as late or incorrect pay, statutory holiday pay, over time and vacation payout to ensure compliance with employment agreement and applicable policies and processes.
Tracks and monitors upcoming term appointment end date, probationary and mid point increases schedule, work permit end dates, etc. Maintains a bring forward system to ensure timely scheduling and completion of these tasks.
Provides confidential administrative support related to recruitment and selection processes, including but not limited to, posting employment opportunities, preparing recruitment materials, scheduling employment interviews and testing, and maintaining/archiving all recruitment files.
Assists supervisors in onboarding for staff and students by collecting and verifying personal identification and sharing relevant resources applicable to new employees at UBC and VCH.
Completes forms and compose correspondence for requesting and updating network and systems access, licensed software, equipment under the direction of Manager, Research Operations.
Prepares and submits timesheets for VCH employees.
Responsible for creation and maintenance of HR Assistant manual, departmental orientation manual, and onboarding process map.
Coordinates approvals for hiring and renewing contingent workers in Workday.
Maintains data integrity in Workday and VCH HR systems, including demographics, job and salary information, and job descriptions by checking them for completeness.
Maintains confidential electronic records and employee files for staff. Ensures integrity of employee electronic records when entering data, updating, and retrieving data as well as with the maintenance of paper files.
Maintain current knowledge of HR systems, policies and procedures at UBC and VCH related to the HR portfolio by attending workshops, webinars, demonstrations, virtual meetings.
Responsible for ensuring personal and appointment details for staff are correct on the Department Website Directory, the Department Staff List and the University Directory.
Work with other staff in the administration office to organize and implement new events and programs for VCHRI.
Perform other duties as required.
Consequence of Error/Judgement
Exercises judgment and initiative when dealing with the employees and in handling matters requiring a thorough knowledge of pertinent policies and procedures of the University, 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 is maintained at all times.
This position requires accuracy, integrity, and attention to detail. The incumbent must exercise discretion, tact, and sound judgement. There are a variety of job tasks requiring ongoing prioritization.
Supervision Received
Reports to Executive Director, VCHRI but receives day-to-day supervision from the Assistant Manager, HR.
Supervision Given
None.
Minimum Qualifications
High School graduation, plus one year of post secondary education, plus three years of related experience, or an equivalent combination of education and experience.
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications
Diploma or certificate in human resources preferred. Preferred experience in the area of human resources as well as experience with UBC systems, policies and procedures. Possesses the knowledge and practical skills required to keep HR issues confidential and personal data secure. Ability to exercise judgment, tact, discretion and diplomacy. Highly effective interpersonal and organizational skills. Ability to listen actively and attentively, and obtain clarification as required. Ability to communicate effectively verbally and in writing. Ability to understand and apply policies, procedures, and instructions. Ability to effectively manage multiple tasks and priorities. Ability to anticipate problems and issues and plan ahead. Flexibility and can-do attitude. Ability to research and compile information drawn from various sources. Ability to use the normal range of office equipment. Ability to effectively use MS Office Outlook, Word, Excel at an intermediate level and experience preferred with PeopleSoft or other Human Resources Information System. Ability to maintain accuracy and attention to detail Ability to create and accurately maintain record and filing systems. Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals. Ability to work independently and demonstrate initiative. Ability to provide quality service to customers in a courteous, patient manner. Ability to compose correspondence, reports and other written materials using clear concise business English. Ability to accurately proofread for spelling, grammar, and punctuation. Ability to prepare and complete job-related documents using relevant content and appropriate format e.g., forms, letters. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to analyze and interpret data, determine implications, and provide recommendations. Ability to work in a team environment.
