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.

Job Description Summary

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.

Organizational Status

This position reports to the Manager, Finance and Operations and works directly with the Hiring Solutions HR Clerk.

This position communicates regularly with Hiring Solutions temporary employees, client departments, central Human Resources, Integrated Service Centre, and Payroll.

Work Performed

Database, Reports and Recruitment:

- 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.

Files:

- Organizes and oversees administrative support for Hiring Solutions' operations; ensures meticulous file management and documentation adherence aligned with positive 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.

Policy:

- 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).

Other Duties:

- 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.

Consequence of Error/Judgement
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 significant financial consequences for client Departments, may have a negative impact on the University's relationship with unions and associations and/or may contribute to an unfavourable public image of the University. Failure to deliver services to Departments in a timely manner may result in a disruption of client department operations.

Consequences due to errors or lapses in judgment may be significant, particularly regarding data entry into the database. Inaccurate entries may compromise the system's integrity, leading to serious repercussions in the hiring and reappointment processes, potentially causing budgetary and payroll issues. Discrepancies resulting from incorrect data entry could impact promotions, salary adjustments, and payment errors for staff. Such errors can be costly and embarrassing for both the Department and University.

The position demands a high level of confidentiality. The role involves exercising judgment and initiative,



especially in handling non-routine matters that require interpreting University and Departmental guidelines. The incumbent may be involved in developing new methods and procedures to address workload challenges and participate in decision-making regarding the unit's goals and policies.

Supervision Received
This position reports directly to the Manager, Finance and Operations.

Supervision Given
This position formally trains new staff in work procedures, and/or oversees the work of the HR Clerk.

Minimum Qualifications
High school graduation, plus 2 years of post-secondary education, plus 4 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
Training in basic office procedures and practices. Knowledge of current Human Resources Management practices. Ability to independently apply broad knowledge of policies and procedures. Effective oral and written communication, interpersonal and organizational skills. Proficiency with HR systems (Workday). Familiarity at an intermediate level with Word, Powerpoint, Excel and Outlook. Ability to exercise a high level of tact and discretion. Demonstrated ability to prioritize multiple tasks, work under pressure and to meet high volume deadlines. Demonstrated ability to compose correspondence, be adaptable, and take initiative with minimal supervision. Ability to be thorough, accurate and have a high level of attention to detail. Ability to adapt to changes in organizational priorities. Ability to work within a team environment.

About Us

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world.

Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together?

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at [email protected].

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