HR & Finance Assistant### HR & Finance AssistantApply: This position is eligible for a hybrid work arrangement, however, may be subject to change due to operational requirements.: UBC Hospital Site
- Vancouver, BC, Canada: Full time: Posted Today: JR26385## Job TitleHR & Finance Assistant### ## Job CategoryCUPE 2950## Job ProfileCUPE 2950 Salaried
- Administrative Support 4 (Gr9)### ## Job Family GroupStaff
- Union### ## DepartmentAdministrative Support | Department of Obstetrics and Gynaecology | Faculty of Medicine### ## Compensation Range$5,261.00
- $5,869.00 CAD Monthly ## Job End DateOngoing### ## Posting End DateOctober 27, 2026Note: Applications will be accepted until 11:59 PM on the Posting End Date.
This position is subject to the satisfactory completion of required background checksAt 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
SummaryThe portfolio consists of 400 department members and spans across the province, including our main hospital sites of St Paul’s, BC Women’s, Vancouver General and Surrey Memorial. The position is responsible for coordinating the recruitment, appointment, reappointment, promotion and termination processes for faculty, staff, and students. The incumbent acts as a front line resource for department managers and employees and respond to confidential and complex inquiries on HR issues.



This position also provides finance support to the Department and is the first point of contact for general enquiries related to Workday financials.Organizational Status Reports to the HR Manager and works closely with the Administrative Director, HR Assistant Manager and the Finance Manager.Work Performed- Oversees the administration of the department by coordinating work processes, establishing work schedules and priorities, and resolving complex issues.
- Oversees the coordination of complex processes, such as promotion and tenure review processes, preparation of course schedules, and resolution of scheduling appeals.
- Works with HR staff on the Department Appointments, Reappointments, Promotion & Tenure Committee (DARPT) meetings: sets agenda, gathers relevant documentation, attends meetings, records proceedings and vote counts.
- Works with HR staff in the Department Clinical Appointments, Reappointments and Promotion Committee (DCARP) meetings: sets agenda, gathers relevant documentation, attends meetings, records proceedings and vote counts.
- Assists with human resources processes, such as processing appointments, preparing recruitment advertisements for Faculty, Sessional and staff appointments, gathering information for merit processes, preparing material for search committees, and liaising with the Faculty Relations and/or Human Resources department for information and clarification.
- Coordinates all supporting documentation for appointment, reappointment,



promotion and tenure reviews and prepares various written correspondence documents including offer letters, letters of invitation, and promotion recommendations.
- Responsible for processing all appointment transactions including: hires, reappointments, job offers, salary changes, earnings distribution changes, leaves, terminations, and other changes in employment.
- Tracks assigned HR transactions and follows up on outstanding admin requirements or approvals through the various departments throughout the University, escalating delays or issues to the HR Manager or Assistant HR Manager.
- Runs and maintains upcoming termination reports, ensuring all appointments are extended without a break in pay and maintaining department databases by entering, updating and retrieving data.
- Works with the HR staff to analyze funding for all payroll/HR transactions.
- Acts as Timekeeper in Workday for hourly employees, this includes following up with faculty on approval of hours.
- Uses Workday to post jobs, review applicants, and process job offers.
- Maintains recruitment files, applications and departmental postings.
- Tracks volunteer assignments in the department and ensures they have departmental volunteer policies and procedures.
- Responds to confidential telephone, email, and in-person inquiries, and provides information of a complex nature, such as Faculty salary information and advice.
- Performs financial duties such as monitoring and reporting on budget expenditures, reconciling journal vouchers, and processing expenses, credit card payments, and travel requisitions.
- Liaises with external organizations (e.g., Health Authorities, Ministry of Health) to exchange information.
- Acts as Ergonomic Represent

📌 HR & Finance Assistant (Vancouver)
🏢 University of British Columbia
📍 Vancouver