HR Clerk

Job Summary
The Human Resources Clerk coordinates and provides administrative support on Human Resources functions and administrative tasks primarily related to faculty and staff employee life cycles including (but not limited to): recruitment, onboarding, promotions, leaves, and layoff/terminations. The Human Resources Clerk may also provide front line support to administrators and managers, as well as faculty, staff and student employees for HR related queries.

Organizational Status
Works as part of a team providing support to units within the Faculty of Arts comprised of Academic Departments, Institutes, Schools, Centres, Programs, Cultural Venues and Academic Services Units. Reports to the Manager, HR Administration. Will work closely on a day-to-day basis with HR Specialists, HR Coordinator and HR Assistants. Works collaboratively and develops partnerships with colleagues in the Dean’s Office, members of the Arts Service Centre Finance Team, the Integrated Service Centre and other UBC departments as necessary.

Work Performed

• Prepare, verify, process full lifecycle processes for Staff, Faculty and Student appointments within Workday; entering new appointments, appointment extensions, salary increases and changes to funding etc.

• Provide information/clarity surrounding appointment, payroll, and other human resources inquiries.

• Provide confidential administrative support related to recruitment and selection processes, including posting employment opportunities, preparing recruitment materials, arranging interviews, and maintaining/archiving all recruitment files.

• Coordinates staff applications and new staff appointments processes using Workday, entering and updating job descriptions, creating job requisitions, hiring, verifying employee information.

• Collects departing employee documentation, including resignation letters and processing within Workday.

• Works with supervisors and UBC Human Resources to ensure staff positions are correctly classified and advertised on Workday.

• Subject matter expert for Workday HR systems, appointment, reappointments, recruiting, position management and honoraria.

• Provides information to Faculty and Staff on current UBC human resource policies and practices, such as attendance and leave management, vacation, and sick leave benefits

• Investigates and provides advice to resolve staff payroll problems such as retroactive pay, late payments, etc., in response to queries from client groups.

• Assists ASC-HR in identifying, designing and implementing new HR initiatives and special projects within the team.

• Supports hourly time entries, entering, reviewing and troubleshooting inquiries related to hourly employees.

• Assists with planning, developing, organizing, and implementing human resources activities within the Faculty.

• Maintains current knowledge of human resources policies and procedures, and applicable collective agreements.

• Performs other tasks as required of the position

Consequence of Error/Judgement
Works autonomously under broad direction. Exercises judgment based on an understanding of procedures, guidelines and regulations particularly when interpreting information where standard guidelines are absent. Errors could result in a variety of problems relating to payroll issues, and have a negative on impact on the effectiveness and image of the Dean's office and unnecessary distress to various individuals.

Supervision Received
Reports to the Manager, HR Administration and works closely with other HR Assistants and the HR Specialists/HR Coordinator.

Supervision Given
May explain work procedures to new or inexperienced staff. May oversee work of students and/or temporary staff.

Minimum Qualifications
High School graduation, plus one year of post secondary education, plus three 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 with Workday an asset. Ability to maintain accuracy and attention to detail. Ability to communicate effectively verbally and in writing. Ability to determine the nature and urgency of inquiries and issues, and triage appropriately. Ability to interpret and apply collective agreements in a complex, unionized environment. Ability to develop and maintain cooperative and productive working relationships. Ability to exercise tact and discretion when working with information of a confidential or sensitive nature.

Ability to work effectively independently and in a team environment. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to analyze problems, identify key information and issues, and effectively resolve.