HR & Finance Assistant

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

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 Description Summary

The portfolio consists of 400 department members and spans across the province, including our main hospital sites of St Paul’s, BC Women’s, Vancouver General and Surrey Memorial. The position is responsible for coordinating the recruitment, appointment, reappointment, promotion and termination processes for faculty, staff, and students. The incumbent acts as a front line resource for department managers and employees and respond to confidential and complex inquiries on HR issues. This position also provides finance support to the Department and is the first point of contact for general enquiries related to Workday financials.

Organizational Status
Reports to the HR Manager and works closely with the Administrative Director,  HR Assistant Manager and the Finance Manager.

Work Performed

- Oversees the administration of the department by coordinating work processes, establishing work schedules and priorities, and resolving complex issues.

- Oversees the coordination of complex processes, such as promotion and tenure review processes, preparation of course schedules, and resolution of scheduling appeals.
- Works with HR staff on the Department Appointments, Reappointments, Promotion & Tenure Committee (DARPT) meetings: sets agenda, gathers relevant documentation, attends meetings, records proceedings and vote counts.

- Works with HR staff  in the Department Clinical Appointments, Reappointments and Promotion Committee (DCARP) meetings: sets agenda, gathers relevant documentation, attends meetings, records proceedings and vote counts.
- Assists with human resources processes, such as processing appointments, preparing recruitment advertisements for Faculty, Sessional and staff appointments, gathering information for merit processes, preparing material for search committees, and liaising with the Faculty Relations and/or Human Resources department for information and clarification.
- Coordinates all supporting documentation for appointment, reappointment, promotion and
tenure reviews and prepares various written correspondence documents including offer letters, letters of invitation, and promotion recommendations.
- Responsible for processing all appointment transactions including: hires, reappointments, job offers, salary changes, earnings distribution changes, leaves, terminations, and other changes in employment.

 
- Tracks assigned HR transactions and follows up on outstanding admin requirements or approvals through the various departments throughout the University, escalating delays or issues to the HR Manager or Assistant HR Manager.

- Runs and maintains upcoming termination reports, ensuring all appointments are extended without a break in pay and maintaining department databases by entering, updating and retrieving data.
- Works with the HR staff to analyze funding for all payroll/HR transactions.
- Acts as Timekeeper in Workday for hourly employees, this includes following up with faculty on approval of  hours.

- Uses Workday to post jobs, review applicants, and process job offers.
- Maintains recruitment files, applications and departmental postings.

- Tracks volunteer assignments in the department and ensures they have departmental volunteer policies and procedures.
- Responds to confidential telephone, email, and in-person inquiries, and provides information of a complex nature, such as Faculty salary information and advice.
- Performs financial duties such as monitoring and reporting on budget expenditures, reconciling journal vouchers, and processing expenses, credit card payments, and travel requisitions.
- Liaises with external organizations (e.g., Health Authorities, Ministry of Health) to exchange information.
- Acts as Ergonomic Representative for OBGYN Department.
- Requests FASmail accounts for new employees and maintains guest CWLs for visitors and contingent workers.
- Oversees office processes such as ordering ID cards for new staff, scheduling equipment maintenance and ordering stationery for HR staff.  

- Updates OBGYN website through WordPress.
- Responsible for ensuring personal and appointment details are correct in Workday, Education Database, Department Website Directory, and the University Directory.
- Processes Criminal Record Checks and processes payments in Workday.

- Trains, orientates, and supervises any HR temporary employees.
 

- Coordinates and submits information and documentation for a variety of financial transactions relating to payment of invoices, purchase orders, honoraria, travel and expense reimbursements, credit card transactions, and wire transfers, in a timely and accurate manner.

- Responsible for reconciling monthly ledgers in order to track project expenses; investigates and resolves irregularities; investigates and responds to accounting inquiries from external vendors and individual payees.

- Prepares financial reports and expense summaries to assist the Admin Director in developing and monitoring department, grant and project budgets and financial reports.

- Responds to general Workday financial questions from department members.

- Provides guidance to department members on the navigation of Workday related to general financial matters including one on one guidance on system use.

- Liaises with department on Workday roles and requests changes to meet business processes.

- Keeps up to date on UBC financial policies and procedures, and attends all mandatory and refresher training sessions as necessary.

- Performs other duties as required.

Consequence of Error/Judgement
Exercises judgment and initiative when dealing with the public and in handling matters requiring a thorough knowledge of pertinent policies and procedures of the University. Takes responsibility in planning the sequence of duties, the work methods to be employed and the action to be taken. Ensures confidentiality of various issues.
Supervision Received
Reports to the HR Manager and works closely with the Administrative Director, HR Assistant Manager and the Finance Manager.
Minimum Qualifications
High School graduation, plus a 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

Experience in Human Resources and Finance. Experience in HR and Finance 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.