Human Resources Coordinator

Staff – Non Union

Job Category
M&P – AAPS

Job Profile
AAPS Salaried – Human Resources, Level A

Job Title
Human Resources Coordinator

Department
DAE Talent Management 1

Compensation Range
$4,688.67 – $6,754.00 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date
November 5, 2022

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

Job End Date

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

Job Description Summary
The Human Resources Coordinator role focuses on providing advice and recommendations on all aspects of employee lifecycle activities, interpretation of collective agreements, other agreements and handbooks governing conditions of employment within the Development & Alumni Engagement (DAE) and External Relations portfolios. This position also provides advice regarding recruitment activities and the hiring process.
Organizational Status
Reports dually to the Human Resources Managers, DAE and works collaboratively with DAE HR team and supportively with DAE and External Relations staff and management.
Work Performed

• Responsible for the full spectrum of employee life-cycle reporting including; end of employment, work permit expiry, compensation changes, leave of absence, FTE changes, and temporary promotions/secondments. Prepares and administers all necessary communications associated with the process;
• Oversees DAE and External Relations’ compensation matters regarding salary administration for midpoint progression and merit increases. This involves guiding managers in accordance with applicable employee handbooks or collective agreements ensuring an appropriate approach is applied in salary recommendations. In addition to the preparation of salary data, confirming performance reviews are conducted, collating and analyzing salary data for  senior leadership approval, reviewing increase recommendations and ensuring HR Administrative Assistant processes increases accurately on Workday as needed;
• Subject matter expert on Workday HR processes, providing reports and conducting analysis to clients and HR team members as required. Provides advice and guidance on effective and efficient use of the system to expedite and/or streamline processes;
• Develops and implements reporting systems and structures for departments and senior management that enable senior managers to monitor both people resources and the correlated financial health of the areas in their responsibility, including salary administration, FTE and staffing reports, quarterly HR metric reports, HR Dashboard, and supporting DAE units with benchmarking initiatives;
• Develops, reviews & analyzes comprehensive HR financial reports from Workday, which monitor and report on trends, metrics, Key Performance Indicators and changes between comparative time periods;
• Responsible for interpreting and disseminating data extracts in Microsoft Excel to departments and senior administration, writes factual summaries of data content and integrates the analysis into reports and presentations;
• Provides advice regarding recruitment activities and is responsible for the hiring process within Workday. Including but not limited to the following activities: job descriptions, external postings (i.e. LinkedIn job slots), reviewing resumes, telephone screening, coordinating interview panel, employment offers, employee onboarding/offboarding and HR Orientation, strategic recruitment and initiatives (i.e. hiring fairs);
• Leads all aspects of the HR orientation and onboarding process for DAE and External Relations that includes creating and maintaining materials, coordinating training, and working with managers and DAE HR team to ensure proper employee UBC access and setup is provided;
• Oversees the DAE and External Relations Attendance Management Programs. Including but not limited to CUPE 116 attendance management process;
• Provides guidance on leave management activities including vacation, sick, maternity, parental, medical, unpaid leaves as well as reduced appointment and secondments. May coordinate maternity/parental leave meetings as requested on an ad hoc basis;
• Responsible for the accurate preparation and approvals of all documents (paper or electronic) related to: employment offers, employment verification, salary changes, leaves, promotions, layoffs, resignations, retirement, transfers, promotions etc. and ensure that they adhere to the various employment agreements;
• Provides general HR advice with regards to University policies, procedures and practices, and the interpretation of collective agreements, other agreements and handbooks governing conditions of employment. Refers matters which are more complex to HR Managers or HR Specialists;
• Identifies opportunities for enhanced Workday use and automated reporting to create efficiencies, increase effectiveness of HR processes and ensure data integrity;
• Partners with Central HR team members to troubleshoot, identify and implement changes to increase efficiencies and increase effectiveness as required;
• Partners with DAE and External Relations Finance team members to enhance and streamline Finance/HR business processes and systems;
• Participates in the development and be responsible for the implementation of HR guidelines, processes and procedures within DAE and External Relations;
• Performs ad-hoc analytical reporting and other duties as required.

Consequence of Error/Judgement
Inappropriate advice or inaccurate information provided to client may result in the filing of grievances, arbitration processes, or the initiation of litigation. Any of these outcomes may have significant financial consequences for client departments, may have a negative impact on the University s relationship with unions and associations and/or may contribute to an unfavorable public image of the University. Failure to deliver services to departments in a timely manner may result in a disruption of client department operations. Misuse or misunderstanding of proper HR data management tools and practices may result in negative implications to employees in the client portfolios with a negative impact on staff morale and well-being.
Supervision Received
Works collaboratively with the HR team and under the general supervision of both Human Resources Managers, DAE, in accordance with established principles and methods. Works closely with departmental management teams.
Supervision Given
Works closely with and provides functional supervision of the HR Administrative Assistant.

Preferred Qualifications
Undergraduate degree in a relevant discipline. Minimum of two to three years of related experience or the equivalent combination of education and experience. Human resources experience, preferably in a complex, unionized environment. Ability to maintain high levels of accuracy and strong attention to detail. Proficient in using Microsoft Office including: Outlook, MS Word, MS Excel (including the ability to develop and use formulas), MS PowerPoint, database programs and internet applications and tools at an intermediate level. Ability to prioritize and work effectively under pressure to meet deadlines and manage multiple tasks and priorities. Effective oral and written communication skills. Ability to exercise tact, discretion, and judgment required. Strong analytical skills, including the ability to analyze numerical data, draw logical inferences and provide reasonable recommendations. Knowledge of current Human Resources Management practices and provincial and federal legislation governing employer’s Human Resources practices. Proven ability to work in a team and collaborate with others. Ability to establish and maintain supportive working relationships with client departments, union and association representatives. Proven ability to be flexible, confident and self-motivated. Ability to deal with a diversity of people in a calm, courteous, and effective manner always maintaining awareness of the client’s perspective. Proficient in HR systems with working knowledge of the electronic recruiting system is an asset. Ability to analyze problems, identify key information and issues, change data into information and effectively find resolutions.