HR​/Recruitment Coordinator, Data Entry

Staff
- Non Union Job Category Executive Administrative Staff Job Profile Non Union Salaried
- Administrative Assistant 3 Job Title Coordinator Department Finance and Administration | Hiring Solutions | Central Human Resources Compensation Range $4,483.09 - $5,469.63 CAD Monthly Posting End Date August 11, 2026

Note:

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

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University. 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.

Hiring Solutions manages a roster of temporary staff and operates a fee for service model to deliver temporary staffing support to the campus. Managed recruitment and candidate testing support is further delivered to the campus through a fee for service model. The Coordinator oversees critical aspects of HR operations, ensuring accurate data entry in Workday and coordinating employee systems setup. Responsibilities include maintaining data integrity, managing online directories, and handling front line communications with clients and temporary employees.

The role extends to meticulous file management, basic policy guidance on collective agreements, and active participation in HR projects. The incumbent supports various administrative tasks, reflecting a multifaceted role in the efficient functioning of the department.

• Collaborates closely with Hiring Solutions Placement and Recruitment team to ensure a smooth recruitment process for temporary staff, ensuring procedures align with UBC requirements.
• Assists with and coordinates recruitment processes by performing duties such as preliminary candidate application review.
• Prepares and submits comprehensive hiring documentation, including employment agreements, welcome packages, and onboarding modules.
• Coordinates the review process for temporary staff benefit eligibility and enrolment.
• Enters and reviews more complex human resource and payroll information into systems like Workday, ensuring data accuracy pertaining to timesheets, hire, transfer and termination processes. Proactively follows up on discrepancies.
• Prepares complex reports and analyses using data pulled from Workday, presents data and reports for decision makers in a succinct and accurate manner.

• Organizes and oversees administrative support for Hiring Solutions' operations; ensures meticulous file management and documentation adherence aligned with good practice and UBC guidelines, policies and processes.
• Maintains personnel files, ensuring accuracy, organization, and compliance with UBC guidelines, policies and processes.
• Provides administrative supervision of human resources functions, coordinating work processes, establishing work schedules and priorities, and resolving complex issues.

• Provides temporary staff with comprehensive information on current UBC human resource policies and practices, including attendance and leave management, vacation, and sick leave benefits.
• Offers detailed information to temporary staff on human resource issues and practices, including maintained status practices, through concrete examples and scenarios.
• Informs client department on collective agreement terms, including limited interpretation (e.g., sick/vacation accruals, notice periods, posting deadlines).

• Provides administrative supervision of the HR Clerk such as coordinating work processes, establishing work schedules and priorities, and resolving complex issues.
• Actively collaborates in organizing and implementing various human resource activities and projects within the department.
• Provides specialized support in benefit administration, overseeing eligibility/enrollment, resolving discrepancies, and implementing changes.
• Supports orientation sessions, specifying topics covered for a comprehensive understanding.
• Compiles statistics and prepares detailed reports on various topics.
• Tracks vacation and sick time, maintains office supplies, and performs various related tasks as part of general administrative and operational responsibilities.
• Assists with planning, developing, organizing, and implementing activities within the department.
• Updates and maintains directories.
• Assists with HR and administrative tasks delegated by the Manager, Finance and Operations and the Executive Director, Talent Acquisition and Hiring Solutions.

Inappropriate advice or inaccurate information provided to client departments may result in the filing of grievances, arbitration processes, or the initiation of litigation. Any of these outcomes may have…