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Staff - Non Union

Job Category


Job Profile

AAPS Salaried - Human Resources, Level A

Job Title

HR Coordinator


Administration | English Language Institute | Faculty of Education

Compensation Range

4,688.67 - $6,754.00 CAD Monthly

Posting End Date

June 8, 2022

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

Job End Date

Job Summary

As a member of the English Language Institute (ELI) administrative team, this position is responsible for providing advice and recommendations on a wide range of human resource management issues for ExL. Advises managers, instructors and staff on UBC HR policies, collective agreements, and the Faculty of Education/ELI procedures and protocols to ensure consistent HR practices are followed. Responsible for responding to ELI HR inquiries. Provides guidance to managers in job description development and facilitates the classification processes. Oversees the attendance management system and employee on/off-boarding processes and coordinates instructor and staff recognition programs. Participates in resolving confidential and sensitive HR issues and works on special projects as assigned.

This position also recommends and implements changes for HR process improvement contribute to the strategic objectives and desired outcomes of the ELI.

The ELI unit includes around 20 full-time staff, 45 full-time instructors, up to 25 student employees at a time, and an average of 20-30 casual instructors annually. This position will be responsible for advising on the Collective Agreements and Terms & Conditions of all employee groups in the ELI, including but not limited to CUPE 2278, CUPE 2950, M&P, and non-union employees.

Organizational Status

This position works as a member of the ELI Administrative Team, and reports directly to the ELI Administrative Manager. The incumbent will also receive direction from the Director, HR, Faculty of Education and works closely with the Human Resources Advisor supporting the ELI. This position is expected to work independently under the general direction of the Administrative Manager. The incumbent interacts and communicates with staff, managers, the ELI leadership team, the Faculty of Education Dean's Office and Central Human Resources as required.

Work Performed

Provides information and general advice to management and staff regarding matters of employment, staff job information, job changes, and provides front line HR support to ELI managers. Escalates complex matters to the attention of Administrative Manager, ELI, Director, HR, Faculty of Education, or HR Advisor as appropriate.

Handles human resources issues and ensures compliance with all UBC collective agreements and alignment with UBC policies and procedures. Refers complex issues such as performance and disciplinary issue to the central Advisory services team.

Responsible for the accurate preparation of all documents (paper or electronic) related to HR transactions including; employment offers, salary changes, leaves, promotions, layoffs, resignations, retirement, transfers, promotions etc. and ensures that they adhere to the various employment agreements and full compliance with UBC, Faculty of Education and ELI policies and procedures. In-depth knowledge of UBC's HR practices and protocols is required.

Responds to enquiries from Faculty Relations, Human Resources and Payroll.

Advises managers, instructors and staff regarding University-wide Human Resources policies and procedures, collective agreements and internal Faculty of Education/ELI procedures to ensure consistent HR practices are followed. Ensures that managers are in compliance with collective agreements and UBC policies and practices.

Advises on salary administration for all staff groups including hiring salary, probationary increases, mid-point progression, merit, and step increases.

Coordinates staff merit review processes including preparing appropriate communications and providing tools to assist supervisors and staff with the process.

Maintains current knowledge of human resource related legislation and UBC policies, processes, and procedures as well as collective agreements, including UBC HR updates through HR Communications, Provincial ESA, Labour Code, new collective agreements and MOAs.

Responsible for supporting all staff and instructor recruitment. This includes writing and reviewing job descriptions with managers, position classifications/ reclassifications, position management, advertising, reviewing resumes, developing interview questions, preparing and writing rationales for CUPE 2950 Recall/Placement candidates as required, and making selection recommendations. Participates in interviews, conducts reference checks, issues letters of regrets as required, as well as authorizing positions and postings in Workday. Prepares offer letters for ELI Casual Instructors (non-union, misc. non-credit instructors) in addition to auto-generated letters in Workday. Reviews and approves workflow prior to submission of paperwork.

Responsible for maintaining and updating job descriptions for all staff in Workday ?Job Library?.

Monitors end dates for staff , instructor and student positions, ensuring individuals are reappointed or terminated as necessary. Runs reports regularly and keeps managers and the ELI Leadership team apprised of upcoming reappointment and/or termination dates and timelines for decisions.

Coordinates and provides advice to managers on employee performance reviews. Works with managers to identify skill-upgrading needs of support staff and ensures appropriate training is received. Follow up with performance concerns and track progress with Central Advisory Services if necessary.

Develops and maintains internal on- and off-boarding documentation. Oversees all on- and off-boarding actions for employees in the ELI, including IT access (e.g. provisioning of CWLs, email access, etc.). Seeks required information from managers as needed and documents all actions required.

Analyzes staffing requests for temporary/ongoing assistance and makes appropriate recommendations to Administrative Manager on staffing needs.

Recommends, implements and coordinates effective Employee Orientation Program and Employee Exit interviews process.

Reviews and recommends improvements to current ELI policies, procedures, processes and systems related to Human Resources.

Oversees staff/instructor attendance management system including vacation, sick time, all types of leaves. Works closely with the Director, Instruction and Learning, to track CUPE 2278 employee's vacation outside of Workday. Recommends and implements process and record- keeping improvements for all leave records that exist outside of Workday. When applicable, ensures that CUPE 2278 absences are correctly entered into Workday. Runs quarterly Report of Sick Time Utilization to Human Resources; performs attendance trend analysis.

Advises managers on attendance management concerns in accordance with appropriate HR policy.

Supports the Director, Instruction and Learning in planning, tracking and reporting on Instructor year-plans which include all teaching and related work assignments.

Working with Administrative Manager and the ELI leadership team, oversees initiatives and programs to recognize instructors and staff for their achievements, service and milestones. Advises managers on such recognition initiatives and programs.

Leads, participates in or contributes to special projects related to workflow, Workday and other HR related issues.

Responsible for the integrity, confidentiality, and security of all personnel records documents and file system in the ELI. Maintains records according to the appropriate retention schedule.

Identifies appropriate channels and ways to disseminate important HR updates/information to appropriate employee groups or all of ELI.

Performs other HR duties and HR projects as required.

Consequence of Error/Judgement

Provision of accurate advice and information in a timely manner enhances the effective and efficient operation of the ELI. Work requires the incumbent to exercise tact, diplomacy, confidentiality and understanding of the complexities of the ELI. Exercises judgment based upon a thorough knowledge of procedures, guidelines, agreements and regulations. Exercises initiative and independence to address standard and at times unusual situations. The incumbent must use strong organizing and prioritizing skills to effectively and efficiently manage the area of Human Resources relating to all employee groups at the University of British Columbia.

Communications can be sensitive and confidential and the incumbent must utilize a thorough knowledge of the education area, HR best practices, in addition to strong communication and interpersonal skills to respond effectively in each situation.

This position is expected to represent the ELI on all Human Resources matters. Inappropriate or delayed actions could adversely affect the credibility of the unit. Incorrect approvals of actions or inappropriate advice can have financial and legal implications to the ELI or the University. Misinterpretations of policy or collective agreements can be precedent setting and lead to appeals and grievances.

Supervision Received

This position reports directly to the ELI Administrative Manager.

Supervision Given


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.

Preferred Qualifications

Degree in Business or HR Management training preferred. Thorough knowledge of University of British Columbia's business procedures and practices preferred. Experience working with Human Resources systems (Workday, recruitment systems etc.), Microsoft Word, Excel, PowerPoint, Outlook, and Access databases. Excellent oral and written communication skills.

Ability to build and maintain excellent working relationships with internal and external groups on matters requiring cooperation and of mutual interest. Ability to exercise tact and judgment. Ability to make thoughtful, informed and thorough decisions. Ability to maintain accuracy and attention to detail. Willingness and ability to investigate and resolve conflicts in a professional manner. Ability to plan, supervise and train in a diverse organizational setting. Ability to take initiative in decision-making and in resolving problems not clearly covered by guidelines. Ability to devise new methods of procedures to meet changing conditions. Ability to analyze problems, investigate key information and issues and effectively resolve. Thorough knowledge of current Human Resources Management practices. Knowledge of provincial and federal legislation governing HR policies and practices. Ability to be creative and proactive, to prioritize, meet deadlines and work effectively under pressure to meet deadlines. Ability to understand and apply policies, procedures and instructions. Ability to interpret and apply collective agreements in a complex, unionized environment. Customer focused approach with the ability to work as part of a team and individually. Ability to effectively navigate and use Workday. Ability to provide effective and appropriate guidance and counsel on HR related matters.

Ability to handle large volumes of paperwork during peak periods. Ability to work under pressure and to meet deadlines. Ability to work outside of regular hours as required. Ability to deal with a diversity of people in a calm, courteous, and effective manner.

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