Human Resources Coordinator

Job Summary
The Human Resources (HR) Coordinator provides general support and advice on a wide range of human resources management issues for the VP Academic & Provost, VP Research and Innovation, and the Governance portfolio. The main functions of the role include full-cycle recruitment activities, coordination of student hiring processes across the portfolio, job description classification, salary administration, advice and support in the areas of human resources policies and procedures, efficient and accurate use of the Workday system, support for HR-adjacent technology tools and automation, and support for various special projects across the portfolio.

The HR Coordinator will also provide general advice in regard to the interpretation of collective agreements and other agreements and handbooks governing conditions of employment. In addition, this role supports office administration functions for the HR team.

This role works closely with HR Specialists and HR Assistants within the team and supports the broader HR team as needed.

Organizational Status
Reports to the HR Business Partner and works closely with the HR team. Works collaboratively with other members of the VPA, VPRI and Governance HR team and with various departments within UBC, including but not limited to:
Central Human Resources (Advisory Services and Employee Relations, Compensation, Return to Work, Benefits, Hiring Solutions), Pensions, and Payroll.

Work Performed

• Coordinates and oversees the student hiring process across the portfolio, serving as the primary point of coordination between client departments, HR Assistants, and other stakeholders. Identifies process gaps, recommends improvements, and implements streamlined workflows to ensure student hiring is completed accurately, consistently, and in a timely manner. Provides functional direction to HR Assistants carrying out transactional and data entry work related to student hiring and is responsible for the integrity and smooth functioning of the end-to-end process.
• Coordinates the recruiting processes for student and staff roles, including working with hiring managers to draft and revise job descriptions, and provide guidance on posting employment opportunities, shortlisting applicants, providing guidance on behavioural interviewing processes, reference checks. Ensures that requirements of the collective agreements are met, recruiting processes are followed and that applicants are treated in accordance with University human rights and equity policies.
• 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.
• Advises client departments on salary administration for all staff groups, union and non-union, including authorization of salary increases up to the midpoint. Actively monitors and identifies gaps in salary administration. Coordinates with managers to ensure employees are receiving salary increases and progressions in accordance with collective agreements.
• Provide advice on and makes recommendations on all documents associated with the entire employee life cycle. This includes, but is not limited to, employment offers, employment verifications, salary adjustments, leaves, promotions, layoffs, resignations, retirements, and transfers. Ensure all documentation adheres to applicable employment agreements, policies, and legal regulation
• Interpret employee records and Collective Agreements to provides guidance on leave management activities including vacation, sick, maternity, parental, medical, unpaid leaves as well as reduced appointment and secondments. May liaise with Workplace Health Services on maternity/parental leave as requested on an ad hoc basis;
• Provides information and general advice regarding University policies, procedures and practices, and the interpretation of collective agreements, other agreements and handbooks governing conditions of employment. Refers matters which are more than moderately complex to the HR Senior Specialists and/or HR Managers as appropriate.
• Assists with the review of Human Resources training programs and other special projects as required, coordinates the implementation including creating internal process manuals as well as developing HR content on the Department’s website.
• Actively tracks and reviews the various staff and administrative faculty appointments across the portfolio. Monitors duration of various appointments to ensure any applicable requirements of collective agreements are met and contracts are extended as needed.
• Supports the processing of Senior Appointments in Workday, ensuring accurate and timely completion of transactional requirements in accordance with applicable policies and procedures.

• Manages office administration for the HR team, including any space-related matters.
• Responsible for administering the onboarding of new members to the HR team.
• Requests HR security roles within Workday for the…