Assistant HR Manager

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.

Job End Date

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

This position will be filled internally. It is posted for informational purposes only.

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

Assistant Human Resources Manager delivers human resources services for clinical faculty, research appointees, staff and students in the Department of Obstetrics and Gynecology. Interprets University policies and employment agreements, assesses employment arrangements and develops recommendations for supervisors and departmental leadership. Consult on recruitment, appointments, salary transactions, leaves. Develops job descriptions and selection tools, reviews HR compliance in Workday and delivers training. Accountable for the accuracy of its quality of its recommendations, the position works within objectives established by the HR Manager and refers complex, disputed or exceptional matters for resolution.

Organizational Status
Reports to the HR Manager. Works with the Administrative Director, Department Head, Division Heads, principal investigators and Finance Manager.
Work Performed

• Interprets and applies HR policies, collective agreements and employment requirements when consulting faculty, supervisors and employees on appointment terms, leave entitlements, salary transactions and other standard employment matters.
• Examines the facts of individual employment questions, identifies relevant provisions and recommends appropriate action, and refers conflicting requirements, disputed interpretations and proposed exceptions to the HR Manager.
• Consult managers on applicable probation, performance review, leaves and develops job descriptions for review by the HR Manager and Compensation.
• Consults managers and principal investigators to define assigned work, reporting relationships and decision making responsibilities.
• Develops selection criteria, interview questions and assessment methods aligned with job requirements and reviews recruitment approaches for consistency with university requirements and equitable hiring practices and recommends changes where needed.
• Assesses appointment for clinical faculty, research appointees, visitors and students and recommends appropriate employment categories, standard terms and requirements and identifies matters requiring Faculty or University advice.
• Reviews proposed appointments, renewals and employment changes for consistent application of agreement and policy requirements. Advises on appointment duration, renewal conditions and work permit considerations, consulting UBC Immigration on specialized questions.
• Coordinate faculty appointment and promotion matters requiring HR assessment and prepares contracts, summaries and recommendations for the HR Manager or Department Head.
• Reviews proposed salary changes, progression and merit recommendations against applicable employee group requirements, effective dates and appointment terms. Identifies discrepancies, explains the required action and obtains advice or approval where necessary.
• Examines the employment implications of proposed funding and payment arrangements with Finance. Recommends the appropriate employment process for standard cases and refers uncertain employee, contractor or honorarium arrangements to the HR Manager and relevant specialists.
• Conducts targeted reviews of appointment, pay and leave arrangements using Workday information. Analyses patterns and inconsistencies in the application of HR requirements and recommends corrective action to the HR Manager.
• Analyses recurring employment questions and identifies gaps in departmental HR guidance. Develops proposed procedure changes, obtains the HR Manager’s approval and implements approved changes with administrative colleagues.
• Develops and delivers HR orientation and training for supervisors and employees on recruitment, appointment and employment requirements. Produces practical guides and tools explaining responsibilities, required decisions and applicable approval processes.
• Reviews departmental HR guidance against changes to university policies and employee agreements. Updates approved materials, communicates relevant changes and provides guidance on appropriate handling of confidential employee information.
• Undertakes assigned HR projects and performs other related duties.

Consequence of Error/Judgement
Exercises judgement in assessing employment situations, selecting relevant policies and agreement provisions, and recommending appropriate action. Incorrect advice or missed requirements may affect appointment terms, employee entitlements, recruitment decisions, pay accuracy or the Department’s compliance with university requirements. The position must recognize the limits of its authority and escalate matters requiring additional interpretation or approval. Maintains confidentiality, records the basis for recommendations and verifies relevant facts before advising clients.
Supervision Received
Works independently and escalates complex issues to the HR Manager and the Administrative Director.
Supervision Given
Day to day supervision of the HR Assistant and any temporary HR 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

Experience in Human Resources and Administration Experience in HR online systems (Workday) is preferred. Exceptional interpersonal and communication skills: ability to communicate effectively and tactfully with public, faculty and staff from different cultures in providing information based on knowledge of general procedures and policies. Effective organizational skills: ability to manage workload and work under pressure to tight deadlines. Ability to multitask and prioritize effectively and demonstrate flexibility when priorities change. Ability to analyze and problem solve with minimal guidance. Ability to learn and adapt to new processes or systems. Ability to compose general correspondence based on thorough knowledge of the University. Excellent verbal and written communication skills. Including proficiency in the use of English grammar, spelling, and punctuation. Ability to type 60 wpm. Ability to operate a normal range of business equipment such as photocopiers, printers etc. Ability to use computers and software, such as MS Office (Word, Excel, PowerPoint, Outlook and the internet) at an intermediate level.