Human Resources Coordinator, Talent Acquisition

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.

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

Job End Date

This is a 2-year term position, with a possibility for extension.

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 (HR) Coordinator, Talent Acquisition provides general advice on a wide range of human resources management matters within the Development & Alumni Engagement (DAE) portfolio. The main functions of the role include job description, classifications and full-cycle recruitment activities, such as sourcing, coordinating advertising materials, hiring approvals, job postings, candidate screening, interviews, reference checks, offer processing, updating recruitment reports and metrics, and ensuring compliance with employment agreements throughout the employee lifecycle.

As a subject matter expert in Workday, the HR Coordinator delivers system training, reporting, coordination and process optimization.

The HR Coordinator will also support senior HR personnel in providing general advice in regards to the interpretation of collective agreements and other agreements and handbooks governing conditions of employment and escalating complex matters as needed.

Additionally, the role may support the management of leaves and absence, develop HR procedures, and contribute to reporting and special projects, ensuring efficient and compliant HR operations across the portfolio.

Organizational Status

Reports to the Human Resources Specialist, Talent Acquisition or the Human Resources Manager, and works collaboratively with DAE HR team and supportively with DAE, staff and management, and with various departments within UBC.

Work Performed

-              Provides advice on recruitment activities, and is responsible for the full cycle recruitment and hiring process, including but not limited to the following activities: Workday administration, job descriptions, advertising materials (e.g. candidate briefs) and job postings, reviewing resumes, conducting pre-screening, coordinating interview schedules and participating in interviews, administering tests and background checks, conducting reference checks, and coordinating offers of employment. Providing guidance on recruitment best practices in accordance with the departmental practices, University, human rights and equity policies.

-              Leads recruitment intake meetings with Hiring Managers, provide guidance throughout the recruitment process, and offer recommendations aligned with their hiring requirements and workforce needs.

-              Responsible for benchmarking and classification process. Ensures current job descriptions for all positions are classified at the appropriate levels. Consults with HR Compensation where appropriate.

-              As a subject matter expert on Workday HR processes, provide reports and conducting analysis to clients and HR team members as required. Provides advice, guidance and coordination on effective and efficient use of the system to expedite and/or streamline processes.

-              Identifies opportunities for enhanced Workday use and automated reporting to create efficiencies, increase effectiveness of HR processes and ensure data integrity;

-              Develops, reviews & analyzes comprehensive HR 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;

-              Partners with Central HR team members to troubleshoot, identify and implement changes to increase efficiencies and increase effectiveness for Talent Acquisition as required;

-              Working in conjunction with DAE team members to enhance and streamline Talent Acquisition business processes and systems;

-              Participates in the development and is responsible for the implementation of Talent Acquisition guidelines, processes, and procedures within DAE;

-              Participates in the strategic outreach and candidate sourcing activities, including implementing equitable hiring practices, reviewing Talent Acquisition training programs, creating internal process manuals, and developing content for websites.

-              Provides accurate preparation and approvals of all documents (paper or electronic) including but not limited to: employment offers, employment verification, salary changes, leave management process, promotions, layoffs, resignations, retirement, transfers, promotions etc. and ensure that they adhere to the applicable employment agreements, policies, and legal regulation;

-              Performs 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 the Human Resources Specialist or Human Resources Manager, in accordance with established principles and methods. Works closely with departmental management teams.

Supervision Given

None. Works closely with and provides functional guidance of the HR Administrative Assistants.

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

Human resources experience, preferably in a complex, unionized environment.

Ability to maintain high levels of accuracy and strong attention to detail.

Ability to prioritize and work effectively under pressure to meet deadlines and effectively 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 employers 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 perspective.

Ability to analyze problems, identify key information and issues, change data into information and effectively find resolution.

Proficient in HR systems with working knowledge of the electronic recruiting system an asset. Ability to analyze problems, identify key information and issues, change data into information and effectively find resolution.

Proficiency in HR processes in Workday is an asset; proficient in HR processes in a large Human Capital Management system. Proficient in Microsoft Office including: Outlook, MS Word, MS Excel (including ability to develop and use formulas), MS PowerPoint, database programs and internet applications and tools at an intermediate level. Ability to leverage technology and modernization tools to create workflow efficiencies while ensuring the quality of work is maintained.

Experience with Applicant Tracking Systems and Candidate Relationship Management systems is considered an asset.