Job Title HR & Finance Assistant Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Administrative Support 4 (Gr9) Job Family Group Staff - Union Department Administrative Support | Department of Obstetrics and Gynaecology | Faculty of Medicine

Compensation Range $5,261.00 - $5,869.00 CAD Monthly

Job End Date Ongoing Posting End Date October 27, 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 Description Summary

The 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.

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 Representative for OBGYN Department.
- Requests FASmail accounts for new employees and maintains guest CWLs for visitors and contingent workers.
- Oversees office processes such as ordering ID cards for current staff, scheduling equipment maintenance and ordering stationery for HR staff.
- Updates OBGYN website through WordPress.
- Responsible for ensuring personal and appointment details are correct in Workday, Education Database, Department Website Directory, and the University Directory.
- Processes Criminal Record Checks and processes payments in Workday.
- Trains, orientates, and supervises any HR temporary employees.
- Coordinates and submits information and documentation for a variety of financial t

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