Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Ongoing
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 Human Resources Assistant provides oversight of human resources processes in the Department of Surgery. The role oversees the appointment, reappointment, and promotion processes for Clinical Faculty members and supports the Clinical Faculty Appointment and Promotion Committee. This role provides information to faculty and staff on faculty HR policies, practices, and processes, and oversees administrative activities related to appointments and reappointments for staff, students, Postdoctoral Fellows, Research Associates, and Clinical Fellows, including financial reviews, ensuring accuracy, compliance with policies, and adherence to timelines. The Human Resources Assistant also supports recruitment, orientation, and ongoing support for staff and student hires, and oversees complex or non-routine HR matters in support of the HR Manager and Department leadership team.
Organizational Status
The UBC Faculty of Medicine Department of Surgery educates students at the undergraduate, graduate and postgraduate levels, and pursues research to make innovative advancements in knowledge and practice to improve health. The Department consists of more than 600 physicians, surgeons, scientists and educators and over 70 administrative, research and technical staff in nine divisions distributed across British Columbia. Specialty training programs are offered in Cardiac Surgery, Colorectal Surgery, General Surgery, Neurosurgery, Otolaryngology, Pediatric Surgery, Plastic Surgery, Radiation Oncology, Surgical Oncology, Thoracic Surgery and Vascular Surgery. The Department is also home to the Branch for Global Surgical Care (BGSC).
The Human Resources Assistant reports to the Human Resources Manager. The Human Resources Assistant also takes directions from the Director, Administration. The incumbent works closely with Departmental faculty and staff, as well as staff from the Faculty of Medicine (HR and Finance), central Human Resources, and Payroll.
Work Performed
Oversees full-cycle HR processes related to recruitment, appointments, reappointments, salary increases and costing allocation changes, promotions, transfers, leaves, resignations, and retirements for staff and students, ensuring compliance with applicable policies, agreements, and timelines, and participating in interviews, assessments, and reference checks as required.
Provides information to staff, managers and faculty members on UBC, Faculty of Medicine and Department of Surgery HR policies, practices, guidelines and procedures related to clinical faculty, different employee groups, human resources and payroll inquiries.
Coordinates the appointment, reappointment and promotion processes of Clinical Faculty members and Clinical Emeriti Faculty members, including documentation, submissions, maintaining information in various different systems and updating candidates of results.
Acts as the contact person for the creation and updates within the Teaching Tracking Payment System (TTPS), ensuring compliance with policies and procedures from the Office of Faculty Affairs regarding payment coordination.
Coordinates Clinical Faculty Promotion meetings and provides support to the Clinical Faculty Appointment, Reappointment and Promotion Committee, including preparation of materials, tracking decisions, and follow-up on outcomes.
Coordinates HR activities related to recruitment, appointments, reappointments, salary and costing allocation changes, leaves and departures for Clinical Fellows, Postdoctoral fellows, Clinical administrator positions, and Research Associates, in collaboration with the HR Manager.
Liaises with Finance, Payroll, HR, and the ISC to investigate and resolve payroll and appointment issues.
Coordinates all aspects of the on-boarding and off-boarding processes for staff and clinical faculty
Oversees administrative systems, records, tracking mechanisms, and HR-related communication tools, including the department website, UBC directory records, and group mailing lists.
Prepares reports and compiles statistical information and creates complex spreadsheets as needed.
Assists with the development and implementation of human resource activities within the department, such as coordinating the rollout of changes to HR processes, updating procedural documentation, and supporting consistent application across employee groups.
Maintains current knowledge of UBC, Faculty of Medicine and Department of Surgery policies, processes and procedures, and employee agreements and handbooks.
Acts as back-up for vacation, leave, or overflow coverage for the other HR Assistant.
Performs other responsibilities, as required.
Consequence of Error/Judgement
Required to use diplomacy, sound judgment, discretion and to maintain a high level of attention to issues and data that require a high degree confidentiality and accuracy. Accountable for the accuracy and timeliness of their work, procedures and systems. Errors could result in a number of consequences including but not limited faculty and staff not being paid appropriately or in a timely fashion, financial loss, and inaccurate records from which decisions are made. These may significantly impact the reputation of the department and could result in inappropriate policy, HR and financial decisions unnecessary distress to various individuals. Errors could negatively impact clinical faculty members causing teaching eligibility issues that could impact accreditation standards and receipt of teaching payments.
Exercises judgment and initiative in handling matters of a non-routine nature requiring the interpretation of University and Departmental guidelines, procedures and policies. May develop new methods and procedures to handle workload issues. Participates in making decision regarding goals and policies of work unit.
Supervision Received
This position reports to the Department’s Human Resources Manager. The incumbent may also receive direction from the Department’s Director of Administration. The Human Resources Assistant works independently under minimal supervision from the Human Resources Manager. Work is performed in accordance with established procedures and accepted practices.
Supervision Given
No direct supervisory role but the incumbent trains new HR Assistants on staff, student and faculty appointment, reappointment and promotion processes.
Minimum Qualifications
-High School graduation, plus two year post secondary diploma, plus four 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 management is preferred.
Experience in the area of human resources as well as experience with UBC systems and procedures is preferred.
Computer experience at an intermediate level with Microsoft Office (e.g. Word, Excel) is preferred, and experience with Workday or other Human Resources Information System is preferred.
Ability to maintain a high degree of accuracy and attention to detail.
Ability to effectively manage multiple tasks and priorities.
Ability to communicate effectively verbally and in writing. This includes the ability to compose complex correspondence and other material, using clear, concise business English.
Ability to understand and apply policies, procedures, and instructions.
Ability to analyze problems, identify key information and issues, and effectively resolve.
Ability to create and accurately maintain record and filing systems.
Ability to interpret and prepare various statistical reports.
Ability to exercise sound judgment.
Ability to make thoughtful, informed, and thorough decisions.
Ability to exercise tact and discretion when dealing with sensitive and/or confidential matters.
Ability to effectively resolve client complaints in a calm, non-confrontational manner, and by exercising sound judgment.
Ability to assist clients in identifying appropriate courses of action.
Ability to provide quality service to customers in a courteous, patient manner.
Ability to exercise tact and discretion.
Ability to work effectively independently and in a team environment.