Job Description

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - HR Admin Clerk 4 (Gr8)

Job Title

HR Assistant

Department

Human Resources and Administration | Department of Paediatrics | Faculty of Medicine

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

July 4, 2026

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

This position is subject to the satisfactory completion of required background checks

Job End Date

Ongoing

Note: Only the Full Time Compensation Range is displayed on the job posting details advertised on the UBC Career sites.

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.

Provides support to the Human Resources and Payroll function within the Department. The Department of Pediatrics payroll and appointment process is very complex, as we are a joint department BC Children s Hospital as well as UBC. This position is responsible for overseeing the staff and student appointment process and resolve any subsequent payroll issues that arise. You will also be responsible for explaining and orienting UBC partner organizations (BCCHR, BCCH, Women s Hospital) to UBC payroll/finance and HR policies and procedures. Works closely with Human Resources Coordinator and reports to the Sr. Human Resources Manager within the Department of Pediatrics. Located with the Department of Pediatrics Office, BC Children s Hospital.

Organizational Status

The Department of Pediatrics is located at the BC Children s Hospital (BCCH). Conceptually and practically, it has a dual identity: it is the Department of Pediatrics of the Faculty of Medicine, University of British Columbia (UBC), and it is the Department of Pediatrics, BC Children s Hospital, an Agency of the Provincial Health Services Authority (PHSA). As such, the Head is not only the Head of the Department of Pediatrics at UBC, but is also the Chief, Pediatric Medicine, BCCH. The Department's faculty, almost all of whom are pediatricians, are academic or clinical appointees of the University of British Columbia and are based at BCCH, Sunnyhill Health Center for Children, or in community practices.

The Department consists of nineteen Divisions: Adolescent Health, Allergy, Biochemical Diseases, Cardiology, Critical Care, Dermatology, Developmental Pediatrics, Emergency, Endocrinology, Gastroenterology, General Pediatrics, Hematology/Oncology, Immunology & Infectious Diseases, Neonatology, Nephrology, Neurology, Pharmacy & Therapeutics, Respiratory Medicine and Rheumatology. Given the role of BCCH as a tertiary care centre, the medical staff in these Divisions not only provide direct on-site clinical care, but also act as a provincial resource for medical practitioners throughout British Columbia. Further, all Divisions are engaged in teaching, academic or clinical research, the scope of which collaboratively includes UBC, Sunny Hill Health Centre, C&W, and PHSA. The Department includes: Academic Faculty, Clinical Faculty, UBC Management, CUPE staff, C&W noncontract staff, Non-Union Technicians, Post Doc Fellows, Clinical Fellows, Residents and Medical Students.

Work Performed

• Oversees Workday processing of Student, Staff, Clinical Fellow appointments (ie. recruitment, appointments, reappointments, salary increases and costing allocation changes, promotions, transfers, leaves, resignations, and retirements of staff, ensuring compliance with applicable policies, agreements, and timelines, and participating in interviews, assessments, and reference checks as required.
• Coordinates staff applicants and new staff appointments processes using Workday.
• Coordinates student appointments, re-appointments, terminations using Workday. Reviews funding sources (ie. award type) to determine appropriate student classification type.
• Coordinates Contingent Worker appointments and obtains all required documentation and preapprovals for Workday
• Maintains data integrity for salaried Workday appointment information.
• Provides information to staff, managers and faculty members on UBC, Faculty of Medicine and Department of Pediatrics HR policies, practices, guidelines and procedures related to different employee groups, human resources and payroll inquiries.
• Coordinates HR activities related to recruitment, appointments, reappointments, salary and costing allocation changes, leaves and departures for all salaried appointments.
• Liaises with Finance, Payroll, HR, and the ISC to investigate and resolve payroll and appointment issues.
• Reviews and processes all honoraria payment requests.
• Guides the departmental volunteer processes following UBC Guidelines.
• Coordinates all aspects of the on-boarding and off-boarding processes for student, staff, and clinical fellows.
• Oversees administrative systems, records, tracking mechanisms, and HR-related communication tools, including updating HR related information on the departmental website, and maintaining the UBC online directory for the department.
• Maintains departmental criminal record check clearances and process to ensure renewals are captured in a timely manner.
• Organizes payment for the speaker’s engaged in the Vancouver Summer Program.
• Collects relevant information for all FOI requests.
• Prepares reports and compiles statistical information and creates complex spreadsheets as needed.
• Assists with the development and implementation of human resource activities within the department, such as coordinating the rollout of changes to HR processes, updating procedural documentation, and supporting consistent application across employee groups.
• Maintains current knowledge of UBC, Faculty of Medicine and Department of Pediatrics policies, processes and procedures, and employee agreements and handbooks.
• Acts as back-up for vacation, leave, or overflow coverage.
• Performs other responsibilities, as required.

Consequence of Error/Judgement

Works independently under broad direction. Work is performed with authorized prescribed limits and/or an approved plan. Exercises independent judgment in selecting and interpreting information and reconciling deviations from standard methods. Job tasks are governed generally by broad instructions, objectives, and policies, usually involving frequently changing conditions and priorities. Assigned tasks make it necessary to determine what data and quality of data are required to make reliable decisions.

Supervision Received

Reports directly to the Senior HR Manager.

Supervision Given

Formally trains new staff on work procedures, and/or oversees 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 in a fast-paced Academic Health Care setting or an equivalent combination of education and experience preferred. In depth knowledge and experience in UBC Administrative and Payroll required. Experience in working with the University s human resources and administrative systems an asset. Knowledge of UBC policies and procedures preferred. Competency in word processing, spreadsheet and database applications. Excellent oral and written communication, interpersonal, analytical, problem-solving and organizational skills. Ability to work both independently and in a team environment and to work under pressure to meet deadlines. Ability to exercise judgment, tact, discretion, and diplomacy.