People and Organizational Development Assistant

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

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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

UBC Sauder School of Business is one of the worlds leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan and one that underpins our educational mission.

We acknowledge that UBC Sauder at the Vancouver Point Grey campus is situated on the traditional ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at UBC Robson Square is situated on the traditional territory of the Musqueam Squamish and Tsleil-Waututh.

The People and Organizational Development (POD) team provides the full-range of support for the UBC Sauder School of Business in Human Resource related activities. The POD team supports over 300 employees hundreds of student workers and over 200 faculty members. UBC Sauder POD teams mission is to attract and retain the best talent for UBC Sauder and create a sense of belonging and community for our team members. We do this by creating meaningful and engaging work experiences for our employees.

The People and Organizational Development Assistant oversees a portfolio within the UBC Sauder School of Business to support employees and student workers through their journey at UBC Sauder. The POD Assistant will work with managers faculty and leaders to coordinate the Human Resources functions and supports a variety of complex administrative tasks within the UBC Sauder School of Business.

The People and Organizational Development Assistant oversees a portfolio within UBC Sauder to support employees and student workers and works with UBC Sauder leaders managers and to coordinate all HR activities and functions for the assigned portfolio. The Assistant also performs a variety of complex administrative tasks within the People and Organizational Development unit supporting orientation and engagement initiatives and events.

Organizational Status

Reports to the Senior Manager Engagement and Organizational Development and works closely with the Director People Organizational Development and other members of the POD team. Works in partnership with the multiple units within UBC Sauder and takes direction for UBC Central HR.

Work Performed

• Provides confidential and comprehensive HR support related to the recruitment selection and onboarding processes. Oversees and processes the full cycle of UBC Sauder employee and student appointments in Workday from initial hire to termination.

• Provides information to the UBC Sauder employees and student workers on current UBC human resources policies and practices such as attendance and leave management short-term and long-term absences benefits overtime termination of employment etc.

• Advises managers and individual employees on collective agreements terms including limited interpretation (e.g. sick time/vacation accruals notice periods posting deadlines etc.).

• Provides front line HR support and ensures queries are responded to in a timely manner or escalated as needed.

• Complies and maintains a wide variety of information and employee data: status of appointments recruitment and job postings term end dates leaves of absence probation turnover etc. Establishes tracking systems for gathering information for decision making and reporting purposes.

• Ensures all payroll-related documents and information for employees and student workers (pay costing allocation dates etc.) are correct and conform to internal and external regulations including collective agreement UBC HR policy ESA CRA WorkSafe BC and all other relevant legislation.

• Ensures all data collection and retention complies with the Freedom of Information and Privacy Act and UBC records retention policy.

• Monitors investigates and resolves any discrepancies or errors in Workday related to employee accounts and processes. Works with the Integrated Service Center (ISC) to find a timely resolution.

• Acts as the key source of information and advises faculty department administrators and managers on CUPE 2278 Collective Agreement terms Employment Standards as well as current UBC HR policies and practices regarding student appointments including job postings appointments re-appointments and termination timesheet approval and management payroll and all other Workday-related actions related to student appointments.

• Works with the Senior Manager Engagement and Organizational Development on orientation and onboarding processes for new employees. Provides Workday training to new employees.

• Supports engagement initiatives and events and at UBC Sauder and is the administrator for engagement sessions at UBC Sauder.

• Processes all leaves of absence and communicates to employees on vacation accrual and benefits during their leave. Supports student workers with any leaves of absence during their employment.

• Provides HR support with recruitment selection and onboarding processes for student employees when required by each individual department.

• Maintains all personnel data in Workday and employee physical and electronic files.

• Compiles statistical data runs reports and conducts routine research as required.

• Ensures all data entry and pay calculation for student appointments are correct.

• Performs other duties aligned with classification of the role.

Consequence of Error/Judgement

Works autonomously under broad direction. Exercises judgment based on an understanding of procedures guidelines and regulations particularly when interpreting information where standard guidelines are absent. Errors could result in a variety of problems relating to payroll issues and have a negative impact on the effectiveness and image of the Deans office and unnecessary distress to various individuals.

Supervision Received

Reports to the Senior Manager Engagement and Organizational Development.

Supervision Given

Provides formal training to new UBC Sauder employees on Workday tasks and procedures. May supervise students as required.

Minimum Qualifications

High School graduation and two-year post-secondary diploma. 4 years of relevant 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

• Human Resources diploma or BA in Human Resources are preferred.

• Human resource experience in a complex union environment is preferred.

• Training in office procedures.

• Strong customer service skills working with multiple levels of an organization.

• Computer experience in Word and Excel at an advanced level. Experience with Outlook PowerPoint and other MS tools and an intermediate level. Experience with Workday or other HRMS system would be an asset.

• Accuracy and high attention to detail.

• Knowledge of University policies and procedures is an asset.

• Effective oral and written communication interpersonal and organizational skills.

• Ability to type 60 w.p.m. and to operate a normal range of office equipment.

• Ability to prioritize work multi-task and work under pressure. Ability to meet deadlines in a timely manner is essential.

• Ability to exercise tact and discretion when working with information of a confidential or sensitive nature.

• Ability to work in a team environment.