Human Resources Associate

Job description

Staff - Non Union Job Category M&P - AAPS Job Profile AAPS Salaried - Human Resources, Level A Job Title Human Resources Associate Department UBCO I Human Resources Advising 2 Jones I Human Resources Compensation Range $5,692.25 - $8,179.50 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 September 16, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. This position is subject to the satisfactory completion of required background checks 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 Associate is responsible for the recruitment function within Human Resources. Provides advice to all management levels of the organization as well as coordinates the job posting process, responds to enquiries from union representatives regarding posting and internal placements, and reviews and authorizes all recruitment documentation for faculty, staff and students. This position will have an increased focus on client support for resolving matters related to Workday. Provides general information regarding the interpretation of collective agreements and handbooks as well as recruitment policies, procedures and best practices to all levels of management including Associate Vice Presidents and Deans. Supports job evaluation and classification processes and administers compensation processes for all employee groups on the Okanagan campus including regular liaising with payroll and benefits staff. Organizational Status Reports to the Human Resources Advisor, UBCO. Works with and takes direction from the Senior Associate and other Human Resources Advisors. Acts as liaison to client departments. Works collaboratively with Administrative Assistants. Work Performed 1. Provides recruitment advice, coaching and guidance to client departments by: - Guiding the hiring process for staff and faculty hires. Advising and coaching client departments concerning appropriate staff recruiting practices including: behavioural interviewing; classification; posting deadlines; recall/internal/external processes. - Advising on and supporting the development of interview questions, in-baskets tests, and preparation of position descriptions. May participate in departments' interview panels as a voting member on hiring committees when required. Participating and or co-facilitating in Selection Interviewing Workshops. - Overseeing electronic recruiting system (Workday), supporting client use. Providing ongoing feedback to technical support with a focus on Workday. Participating in the development of on-line web support training. - Advising client departments regarding documentation and appointment procedures for hiring, staff, faculty and students. - Proactively reviews and authorizes faculty and staff appointments, leaves of absence and honoraria payments for faculty and authorizes tuition waivers, ensuring compliance with UBC policies and procedures, Collective Agreements with the Faculty Association, AAPS, BCGEU, and other agreements with Service Canada, Human Resources & Skills Development Canada, Citizenship and Immigration Canada and Canada Revenue Agency regulations. - Ensuring that appointments have been made in accordance with the terms of collective agreements, or the conditions of employment for the respective groups. - Producing staff employment contract letters and advising on amendments to existing staff and faculty offer letters/contracts. - Monitoring the recall and internal staff placement process. Notifying employees who are on recall or internal placement of existing vacant positions. Notifying recruiting departments of availability of candidates who are on recall or internal placement list. - Developing written content for workshops and delivering staff recruitment training to clients as required. - Advising academic departments and faculty members on matters regarding faculty and staff appointment procedures, such as proper ranking of new faculty positions and benefits eligibility for faculty and staff employee groups. Approving faculty and staff members' eligibility for benefits in accordance with University policy and collective agreements. - Providing general information to academic departments concerning tenure and promotion procedures. May coordinate meetings of SAC and Deans, records approval/denial decisions, ensures recording of decisions on HRMS and may prepare reports of decisions for the Budget Office, Planning and Institutional Research, the Board of Governors and the Faculty Association under the direction of the Senior Associate as required; - Writing letters confirming approval of tenure and promotion for signature of President. - Confirming eligibility for Sabbatical/Study Leaves, Early Termination Agreements and emeritus status of retiring faculty. - Administering the Integrated Sessional Information System (ISIS), including authorizing new users, updating salary scales and department codes. - Assessing the eligibility of Sessional Lecturers for Continuing Status, and notifies faculty members, academic units, Dean's offices, and the Faculty Association of status changes. - Ensuring appropriate documentation, coding, and salaries for Sessional Lecturers. - Approving entries in Workday for all employee groups and the ISIS database for Sessional Lecturers, and may train to use database and Workday. 2. Provides consultative services on all aspects of human resources by: - Providing information and general advice to client departments regarding the interpretation of collective agreements, University policies and other agreements and handbooks governing conditions of employment. - Referring matters which are more complex to Senior Associate and/or Human Resources Advisor. - Providing information and general advice to client Departments concerning issues, grievance, layoff, termination, or internal placement procedures. Identifying and referring more complex issues to Human Resources Advisors. - Providing information and general advice to management, staff and faculty regarding legislation affecting the work place (e.g. Employment Standards, Human Rights Code, and Freedom of Information and Protection of Privacy Act). - Providing information and general advice to managers and staff concerning the job evaluation process and procedures. Conducting position evaluation and re-evaluation in collaboration with the Human Resources Advisor. - Assisting Advisors in performance management issues and/or organizational structures. Where appropriate may attend meetings with Senior Associate, Human Resources Advisors, Senior Manager and representatives of the union. Preparing termination and layoff letters. - Responding to enquiries from union representative in connection with job postings, layoffs, terminations and internal placements. 3. Coordinates auxiliary staff by: - Recruiting, auxiliary staff by short-listing, interviewing and conducting reference checks and making job offers to successful applicants; arranging placements. - Requesting and reviewing feedback to identify any issues regarding future placements. 4. Coordinates the classification process for BCGEU positions by: - Providing advice to committee representative and Managers regarding job evaluation processes and procedures; participating in drafting job descriptions and ensuring consistency across the campus. 5. Provides payroll and benefit support by; - Investigating, analyzing and resolving payment discrepancies and errors to faculty and staff members, by reviewing HRMS and approved appointment forms and liaises between faculty and staff members, departments, service units, Dean's Offices, and Payroll. - Investigating and making recommendations for resolution of human resource related systems issues that impact employee appointments (Business processes, Workday, , ISIS). - Advising client departments on the completion of forms and salary administration processes for all staff, union and non-union (ie. probation, merit, movement through the scale etc.). - Acting as a primary contact for Payroll staff to resolve pay issues and to investigate discrepancies between Workday, pay, and benefit enrollments. 6. Performs other duties as required. Consequence of Error/Judgement Inappropriate advice or inaccurate information provided to client may have legal, financial, contractual and operational implications for the University, Client, Departments and employees in both the short and long term. Any of these outcomes 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 and reputational harm to the Department Supervision Received Works under the general supervision of the Human Resources Advisor, and in accordance with established principles and methods. Works closely with and takes direction from other Human Resources Advisors and the Senior Human Resources Associate. Supervision Given May oversee the work of student employees. Minimum Qualifications Undergraduate degree in a relevant discipline. Minimum of two to three years of related experience, or the 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 Undergraduate degree in a relevant discipline. Minimum of two to three years of related experience or the equivalent combination of education and experience. Human resource experience in a complex union environment preferred. Knowledge of rules and regulations of Citizenship & Immigration Canada, NAFTA, Revenue Canada, Employment Standards, Human Resources Skills Development Canada, and Freedom of Information and Protection of Privacy Act an asset. Good knowledge of current Human Resources Management practices. Good knowledge of provincial and federal legislation governing employers' Human Resources practices. Must be flexible, confident and self-motivated. Ability to communicate effectively verbally and in writing, maintaining accuracy and attention to detail. Excellent organizational and analytical skills. Ability to establish and maintain supportive working relationships with client Departments. Ability to establish and maintain effective working relationships with union and association representatives. Ability to work in a team, collaborate with others, prioritize and work effectively under pressure to meet deadlines. Effective computer skills, including word processing, spreadsheets, MS Access. Demonstrated strength working with and understanding HRMS systems; Workday related experience will be considered an asset.