VPHR Project and Administrative Coordinator

Job Category

Job Profile

Job Title

Department

Compensation Range

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge qualifications and experience for the the normal course employees will be hired transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

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

Job End Date

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 Summary

The VPHR Project and Administrative Coordinator is responsible for the day-to-day operations of the Vice President Human Resources (VPHR) unit as well as being responsible for various projects and initiatives. The position is responsible for developing implementing and evaluating the administrative operational processes systems and procedures for the unit while liaising with various stakeholders both within the unit and across addition the VPHR Project and Administrative Coordinator will coordinate and oversee core administrative activities of the unit related to planning procurement onboarding and off-boarding of VPHR employees events facilities space management and information systems.

The VPHR Project and Administrative Coordinator reports to and works in collaboration with the Executive Assistant to the Vice President Human Resources in effectively administrating the VPHR units needs.

This position will work closely with the Vice President Human Resources the Associate Vice President Human Resources and Executive Assistant to ensure the smooth running of the central HR portfolio.

Organizational Status

This position reports to the Executive Assistant to the Vice-President Human Resources.

Work Performed

• Independently manages complex administrative operations for the Vice President Human Resources unit (central Human Resources) including identifying areas for improvement gathering/researching information problem solving making recommendations and liaising with key stakeholders both within the unit and across the university in order to meet the overall needs of the unit.

• Develops plans implements and evaluates projects processes and procedures systems and initiatives in support of the Office of the VPHR and to improve cross-functional systems of the unit.

• Responsible for project budgets and making financial decisions as it relates to project budgets within delegated authority. Works within budget guidelines and ensures unit processes and procedures as well as University policies are adhered to.

• Anticipates the administrative and operational needs of the unit; partners with senior leadership and employees within the unit to ensure appropriate resources guidelines committees or protocols are in place to support.

• Oversees a smooth and positive onboarding experience for new employees joining the central HR unit including guiding hiring managers on current onboarding processes as well as reviewing recommending and implementing areas for improvement. Develops and periodically reviews a comprehensive onboarding process and documents to ensure hiring managers have all the tools and resources to efficiently and effectively onboard and offboard employees in central HR.

• Responsible for central HR space and facilities including advising on planning and negotiating space for the unit. Manages office moves repairs renovations and office furnishings. Implements systems and procedures for office equipment inventory records management building maintenance and service contracts. Researches drafts and makes recommendations regarding agreements leases or purchases (office equipment furniture etc.). Identifies and recommends to the VPHR Office more effective ways to utilize space.

• Partners with UBC Ceremonies and Events and staff across other units and departments including the Presidents Office to coordinate and execute collaborative events including UBCs long service recognition events the UBC Welcome Back Staff & Faculty BBQ Presidents Service Awards etc.

• Manages the administrative operations of the Presidents Service Awards to ensure: applications are received and responded to in a timely and professional fashion; provides advice and guidance on the application process; reviews applications to ensure criteria is met; pulls together application packages; and provides administrative and operational support to the PSA/PSAE committee.

• Leads the planning and execution of impactful HR Townhall events; collaborates closely with central HR departments and leadership to develop compelling agendas and ensures seamless event delivery. Oversees all aspects of the event processdriving engagement aligning content with strategic goals and creating a positive informative experience for employees across Central HR.

• Responsible for developing and maintaining processes to ensure accurate records of all central HR wide organizational charts distribution lists floor plans and other high level documents.

• Implements systems and processes for ordering and tracking office-wide purchases; ensures appropriate approvals and finance guidelines are adhered to. Oversees the management of subscriptions and memberships for office-wide services and products.

• Prepares financial transactions purchase orders and expense reports for the VPHR unit. Liaises with and provides guidance to other VPHR administrative staff and HR leadership on HR financial activities and processes ensuring that University and HR processes and policies are followed.

• Oversees HR networking and telecommunications services including needs assessments within the units billing troubleshooting installation purchase contracts and data lines.

• Works in partnership with VPHRs Operational Excellence team and UBC IT for computer and related equipment needs assessments (ad hoc and annual IT refresh project) as well as perform purchasing delivery and asset disposal

• Provides back-up support to the VPHR administrative team including supporting the EA to the Vice-President as and when required.

• Leads and oversees other special administrative projects as required.

• May train oversee and direct the work of temporary employees and students.

• Performs other related duties as required.

Consequence of Error/Judgement

Along with the Executive Assistant Vice President Human Resources this position represents the VPHR leadership team and requires positive energy must be customer service focused professional highly trustworthy and requires judgment tact discretion and initiative to an outstanding degree. Errors in judgement with internal or external constituents could have a negative impact on the University resulting in legal implications poor public relations and financial costs. Work must often meet tight deadlines and requires the incumbent to perform well under pressure. The incumbent will be expected to respond well to unexpected circumstances and exercise judgement and flexibility in establishing priorities and carrying tasks through to completion in a timely manner.

Exercises judgment and initiative in handling matters of a non-routine nature requiring the interpretation of University faculty and staff guidelines procedures and policies. Expected to exercise judgment in establishing priorities and carrying tasks through to completion in a timely manner. Reviews working procedures and implements changes if deemed appropriate.

Supervision Received

The position reports to the Executive Assistant Vice President Human Resources.

Supervision Given

May supervise or oversee the work of student employees; provides guidance and may oversee the work of the Administrative Assistant.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of two years of related experience or the equivalent combination of education and experience.

• Willingness to respect diverse perspectives including perspectives in conflict with ones own.

• Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion.

Preferred Qualifications

Undergraduate degree in business administration or a relevant discipline preferred.

Proven administrative experience in a large and complex organization working alongside senior leadership.

Experience in managing projects that involve a variety of stakeholders.

Ability to synthesize information develop options or identify solutions and make recommendations to senior leadership.

Knowledge of University policies procedures financial and human resource systems is an asset.

Knowledge of standard office software applications.

Proven ability to supervise take initiative and problem solve.

Effective team building organizational planning and analytical skills.

Ability to exercise leadership.

Proficient in the use of English grammar spelling and punctuation and professional terminology including the ability to compose correspondence and other written materials using clear and concise language.

Ability to effectively facilitate groups to achieve appropriate outcome.

Proven ability to communicate with confidence professionally and tactfully both orally and in writing to compose correspondence.

Ability to work independently and cooperatively both within the UBC community and with external stakeholders.

Demonstrated ability and experience to work effectively with representatives from both the public and private sectors.

Ability to maintain accuracy and attention to detail.

Ability to exercise judgment discretion and diplomacy.