Human Resources Assistant

University of British Columbia

Staff – Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried – Front Counter 3 (Gr4)

Job Title

Human Resources Assistant


Administrative Staff Department of Electrical and Computer Engineering Faculty of Applied Science

Compensation Range

$3,696.00 – $3,789.00 CAD Monthly

Posting End Date

December 5, 2022

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date

Dec 31, 2023

Job Summary
The Department of Electrical and Computer Engineering (ECE) is one of the largest academic units at the University of British Columbia Vancouver campus, with over 1,100 undergraduate and 400 graduate students enrolled in its degree programs. The department is also engaged in a range of research activities, with over 50 research-track faculty members actively involved in their respective scholarly communities.
The Human Resources (HR) Assistant is responsible for handling human resources transactions in a large, research-intensive department. In addition, this individual provides front-line reception and administrative support to the ECE administration services office.
Organizational Status
This HR Assistant is a member of the department’s administration services team. This position reports to the Administration and Faculty Affairs Coordinator, but day-to-day work will also be assigned and supervised by the HR Coordinator and Senior HR Assistant. Within the department, this individual works closely with faculty, staff and students to support timely and accurate data entry into Workday, UBC’s online finance and HR system.

Work Performed

Human resources:
  • Processes appointments and reappointments, transfers and severances, and changes to existing positions (e.g., account changes, pay rate changes, data changes).
  • Assists with hourly payroll processes (e.g., communicates with supervisors of hourly staff, enters hours into Workday, ensures accurate handling of overtime and statutory holiday pay).
  • Submits appropriate forms to invite international visitors to our department.
  • Maintains up-to-date knowledge of applicable HR regulations, collective agreements, university policies and procedures.
  • Monitors Workday to ensure accuracy of data entry; independently troubleshoots errors; elevates unusual issues to the appropriate staff member.
  • Provides routine HR and finance information to faculty, staff and students (e.g., regarding submission instructions, status of paperwork received, processing times, relevant Workday processes).
  • Runs HR reports on a monthly (or as-needed) basis, identifies action items and independently initiates follow up as needed.
  • Maintains electronic HR records.
  • Regularly reviews HR-related pages on the departmental website; informs the communications and marketing team in a timely manner if updates are needed.
  • Assists the HR team with scheduling interviews and preparing for faculty recruiting events.
Administrative support:
  • Serves as a front-line receptionist for the ECE administrative services office; responds to general inquiries over phone, e-mail and in person; politely greets and assists visitors.
  • Distributes campus mail to faculty and staff.
  • Processes room booking and building access requests.
  • Arranges meetings and catering; transcribes and distributes meeting minutes.
  • Uses a web-based ticket tracking system to manage work requests.
  • Provides back-up support to other team members, as needed/upon request by a manager.
  • Performs other tasks consistent with classification as needed.
Consequence of Error/Judgement
The HR Assistant is a front-line staff member in ECE’s administration services office. This individual is expected to become familiar with all relevant departmental and university policies and apply these policies using good judgment. In addition, they must be capable of maintaining a high level of attention to detail. Failure to do so may cause legal or financial consequences for the department/university, reduce the efficiency of departmental operations, and negatively impact the reputation of the Department of Electrical and Computer Engineering and the University of British Columbia.
Most duties in this role require a high level of confidentiality, particularly when handling personal information of UBC students or employees. At UBC, we follow rules and practices outlined in the Freedom of Information and Protection of Privacy Act (FIPPA), which requires us to protect personal information from unauthorized collection, use or disclosure. Failure to follow FIPPA increases the risk of a privacy breach, which could negatively impact affected individuals and the department.
Supervision Received
The HR Assistant works under the general supervision of the Senior HR Assistant and the HR Coordinator, with overall reporting to the Administration and Faculty Affairs Coordinator. Although this position is part of a larger team, the incumbent must be able to prioritize their work and adhere to deadlines with minimal supervision.

Supervision Given
None required.

Minimum Qualifications
High school graduation, plus one year of related post-secondary education, plus three years of related experience, or an equivalent combination of education and experience.

Preferred Qualifications

An undergraduate degree is an asset. Ability to analyze and resolve routine job-related problems. Ability to perform basic arithmetic. Ability to accurately process HR transactions and administrative requests within required timelines. Ability to accurately gather, organize, and summarize financial information. Ability to enter, retrieve, correct, and interpret job-related data. Ability to exercise good judgment. Ability to work independently and within a team. Ability to provide quality service to faculty, staff, students and others in a courteous, patient manner. Ability to listen actively and attentively, and obtain clarification as the need arises. Ability to maintain accuracy and attention to detail. Ability to identify and correct missing and incomplete data. Ability to accurately create and maintain electronic records. Ability to prioritize tasks in order to meet important deadlines. Ability to communicate effectively verbally and in writing. Ability to exercise tact, discretion and confidentiality. Ability to perform word processing at 65 words per minute. Ability to prepare and complete job-related documents using relevant content and appropriate format (e.g., forms, letters). Ability to effectively use job-related software (e.g., Mac OS, Microsoft Office, Google Calendar, Zoom, internet and email) at an intermediate level.

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