HR Assistant, VCHRI

The HR Assistant performs a variety of clerical tasks in support of day-to-day HR functions at the VCHRI under the direction of the Assistant Manager, HR. Responsibilities include timely and accurate processing of staff, student, and faculty appointments/re-appointments in the system; processing staff and student timesheets; limited interpreting and accurately communicating attendance and short term absence policies and procedures of routine nature;

assisting in the implementation of new procedures; maintaining data integrity of UBC and VCH HR systems; and assistance with the onboarding process.

The HR Assistant is also the subject matter expert for Workday HR processes.

Organizational Status
The VCHRI Research Institute is an Institute under the Faculty of Medicine at UBC and Vancouver Coastal Health. The Human Resources Assistant reports to the Executive Director, VCH Research Institute and receives day-to-day supervision from the Assistant Manager, HR. Works closely with other staff as a member of the VCHRI Administration team.

Work Performed

• Initiates HR transactions in Workday and VCH systems, including but not limited to, hire, job change, termination, create position, costing allocation change, create job requisition, etc. Follows up with approvers to ensure timely and successful completion of the transactions.

• Provides general information on topics such as attendance and short-term absences, and limited interpretation of collective agreements. Escalates complex issues to Assistant HR Manager.

• Reconciles staff records for vacation, sick, leaves of absence and overtime, and answers inquiries regarding these matters. Prepares data and runs HR report for supervisors and senior leaders. Ensures compliance with collective agreements regarding yearly carry over.

• Works with Payroll, ISC, UBC HR, to troubleshoot payroll and Workday issues such as late or incorrect pay, statutory holiday pay, over time and vacation payout to ensure compliance with employment agreement and applicable policies and processes.

• Tracks and monitors upcoming term appointment end date, probationary and mid point increases schedule, work permit end dates, etc. Maintains a bring forward system to ensure timely scheduling and completion of these tasks.

• Provides confidential administrative support related to recruitment and selection processes, including but not limited to, posting employment opportunities, preparing recruitment materials, scheduling employment interviews and testing, and maintaining/archiving all recruitment files.

• Assists supervisors in onboarding for staff and students by collecting and verifying personal identification and sharing relevant resources applicable to new employees at UBC and VCH.

• Completes forms and compose correspondence for requesting and updating network and systems access, licensed software, equipment under the direction of Manager, Research Operations.

• Prepares and submits timesheets for VCH employees.

• Responsible for creation and maintenance of HR Assistant manual, departmental orientation manual, and onboarding process map.

• Coordinates approvals for hiring and renewing contingent workers in Workday.

• Maintains data integrity in Workday and VCH HR systems, including demographics, job and salary information, and job descriptions by checking them for completeness.

• Maintains confidential electronic records and employee files for staff. Ensures integrity of employee electronic records when entering data, updating, and retrieving data as well as with the maintenance of paper files.

• Maintain current knowledge of HR systems, policies and procedures at UBC and VCH related to the HR portfolio by attending workshops, webinars, demonstrations, virtual meetings.

• Responsible for ensuring personal and appointment details for staff are correct on the Department Website Directory, the Department Staff List and the University Directory.

• Wo…