Staff - Union
CUPE 2950 Salaried - HR Admin Clerk 4 (Gr7)
HR Administrative Assistant
DAE Talent Management 2
$4,009.00 - $4,214.00 CAD Monthly
Posting End Date
October 4, 2021
Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Job Description Summary
Provides the coordination and administration of the Human Resources function within the Development and Alumni Engagement (DAE) and External Relations Portfolios. Responsible for completing all administrative clerical tasks regarding human resources and personnel management for the DAE and External Relations Portfolios and is required to support the appointment process and salary-related functions accordingly. Acts independently with broad direction given, and exercises tact and discretion in dealing with HR requests from staff. Prioritizes daily workload to meet deadlines while and handling ongoing projects in alignment with the operational direction of the unit.
Reports to the Human Resources Manager, Development and Alumni Engagement.
- Participates in the design, coordination and implementation of new HR programs and changes to existing programs, workshops, HR training programs;
- Provide HR administrative support in the following areas: Performance Management, Compensation, Employee Engagement (Climate Survey), Recruitment, On-boarding and Orientation, HR Reporting, and administrative duties supporting the HR Team
- Performs complex and confidential administrative duties which require both oral and written correspondence, maintaining discretion as necessary. Includes screening calls, making appointments, arranging meetings, compiling sensitive items required for meetings;
- Prepares complex reports and aids in the analysis when required (such as Workday; and other related HR reporting requirements)
- Coordinates and administers the human resources functions of the DAE and External Relations Portfolios including the DAE HR Team by providing administrative support for portfolio related initiatives (payroll, Workday business processes, salary/merit increases, etc.); troubleshoots and follows up as required;
- Provides general information to staff on current UBC human resource policies and practices, such as: administrative processes, attendance and leave management, employee development and performance management processes; may include limited interpretation on collective agreement terms, sick/vacation accruals, notice periods, posting deadlines, etc.;
- Creates and maintains DAE and External Relations Portfolio organizational charts, ensuring accurate and timely updates, consistent with letters of offer and Workday; updates directory and distribution lists;
- Creates and maintains employee files; works with HR and Financial Services to troubleshoot HR processing items as required;
- Assists with the recruitment process;
- Prepares and submits recruitment and hiring documentation (eg. advertisements, staffing request forms);
- Processes electronic recruiting system based job descriptions, job postings and offer letters;
- Completes all related new hire, on-boarding, and orientation requirements;
- Creates and maintains HR files and records for DAE and External Relations Portfolio staff ensuring accurate, complete, and consistent within all HR systems, such as Workday.
- Notifies Managers when employees with upcoming probationary reviews, temporary contracts, leaves, and salary administration are due and/or ending.
- Drafts, edits and formats, correspondence including reports, letters, PowerPoint, ensuring a high standard of accuracy is maintained;
- Financial related duties to include: processing invoices, all expense claims, and identifying and troubleshooting variances in actual to budget expenses; Arranges and processes purchases going through the Purchase Card program (P-card);
- Provides coverage for reception (breaks/vacation/sick leave) as per the Portfolio Reception Coverage schedule;
- Conducts research on human resource related topics as requested;
- May provide training for temporary staff (Hiring Solutions);
- Performs other duties related to the qualifications and requirements of the job.
Consequence of Error/Judgement
This position requires attention to detail, accuracy, problem solving, judgment, tact, discretion and initiative to an outstanding degree as it relates to HR matters. Handles matters of both routine and non-routine nature in the absence of established policies, procedures and guidelines and requires the ability to easily adapt to continuous change. Works with conflicting demands and initiates, adapts and prioritizes procedures to meet unusual situations. This position handles sensitive and highly confidential matters (i.e. personal information of staff), and confidentiality of information handled must be respected. Participates in making decisions concerning the planning, organization and utilization of staff.
Failure to respond promptly and tactfully may have a negative impact on internal and external relationships. Errors could result in financial costs and loss of credibility.
Works autonomously with minimal supervision. Exercises independent judgement in selecting and interpreting information, assesses situations and identifies needs and problems, and takes timely and appropriate corrective actions.
High School graduation and two year post-secondary diploma. 4 years relevant experience or the equivalent combination of education and experience. Relevant HR experience preferred. Relevant UBC experience preferred. Workday experience preferred.
Ability to effectively use Outlook, MS Word, MS Excel, Powerpoint, database programs and internet applications and tools at an intermediate level.
Ability to operate job-related equipment (e.g., fax machine, photocopier).
Ability to perform word processing at 60 words per minute.
Ability to communicate effectively verbally and in writing.Ability to compose correspondence, reports, presentations and other written materials using clear concise business English.
Ability to research and compile information from various sources, and to review, analyze and synthesize complex information into summaries and reports.
Ability to prepare and complete job-related documents using relevant content and appropriate format (e.g., forms, letters).
Ability to develop ideas resulting in moderate changes to existing procedures, practices, standards, specifications, services or projects.
Ability to prioritize and work effectively under pressure to meet deadlines.Ability to politely screen calls, direct as appropriate, and take accurate messages.
Ability to exercise tact and discretion with confidential and sensitive matters.
Actively listens and probes for further information to ascertain complexity of request and make thoughtful, informed and thorough decisions.
Ability to effectively resolve client concerns in a calm, non-confrontational manner by determining the nature and urgency of inquiry, identifying key information and issues and then triage appropriately.
Ability to develop and maintain cooperative and productive working relationships.Highly effective organizational and interpersonal skills.
Ability to work effectively independently and in a team environment.Knowledge of UBC Policies and Procedures an asset.