Senior Human Resources/administrative Coordinator

Senior Human Resources/Administrative Coordinator

The Senior HR and Administrative Coordinator is responsible for overseeing and implementing a variety of human resources business processes ranging in scope and complexity including oversight of the employment cycle for the Department of Radiology's faculty, staff and students. The Coordinator also initiates the administrative procedures for faculty recruitment, appointment, reappointment, promotion and tenure, academic class registration and responsible for Workday processing of faculty, staff and student recruitment, leaves of absences and terminations. This position also supports some HR-related committees including and not limited to Wellness/Professionalism, Equity, Inclusion and Diversity, Faculty Evaluation and Department Awards.

The Coordinator acts as a general to mid-level advisor for HR and administrative policies and procedures, for faculty, department managers, staff and students and responds and resolves HR inquiries and issues.

Reports directly to the Administrative Manager and works closely with the Department Head and Vice Chairs.

Responsible for analyzing employment documentation, applying UBC policies and processing appointments including: recruitment, reappointments, creating template job offer letters, salary costing allocations, create customer contract module (for invoicing), leave of absences, onboarding and offboarding, terminations, one-time payments and other changes in employment.

Communicates with faculty and managers providing updates on their recruitments.

Processes independently with comprehensive decision making, HR multi step procedures for wide range of faculty positions, including postdoctoral and clinical fellows, clinical or academic administrator, non-UBC contingent worker positions, staff and student appointments.

Acts as clinical faculty administrative advisor to the University Affiliated hospital sites and provincial distributed sites administrators, clinical faculty candidates and clinical faculty.

Provides ongoing in person or zoom formal group or 1:1 training sessions to faculty, staff, students and contingent workers (non-UBC employees) with Workday Human Resources, Finance and Teaching, Tracking and Payment (TTP) on-line platforms and HR and Finance procedures.

Provides Workday/HR onboarding training sessions to new employees such as academic faculty, clinical faculty, clinical/postdoctoral fellows, staff, contingent workers, and students. Subjects include: benefits eligibility, vacation, leave of absence, reappointment and termination.

Responsible for reviewing monthly HR reports, taking appropriate action in processing reappointments or terminations in priority order in Workday.

Communicates with payroll and/or Human Resources and Faculty of Medicine HR, to investigate and solve payroll and personnel discrepancies.

Calculates compensation and benefits including part-time and hourly employees.

Creates faculty supplier IDs in Workday and faculty profiles in the Teaching, Tracking and Payments (TTP) system.

Ensures all TTP requests are processed in a timely manner and TTP records are up-to-date.

Prepares recruitment advertisements in collaboration with the faculty and/or senior manager.

Tracks Associate Member (faculty) appointments and supports the Manager in processing new and reappointments.

Responsible for timely processing, tracking and follow-up of appointments in Workday.

Prepares reference and or verification letters for faculty, staff as required.

Maintains department website updating faculty/staff and the department HR database.

Performs other duties as required.

Prepares and coordinates the faculty files for new appointments, reappointments, and promotions including requests for letters of assessment, arrange meetings, create agendas, minute taking and minutes e-distribution.

Reviews all applications, reappointments and promotions documents for errors also ensuring completeness before submission to the committees and Faculty of Medicine HR.

Develops, analyzes, composes correspondence, briefing notes, and other materials in preparation of committee meetings.

Reviews guarantee of funding letters supporting appointments, set up bill-back invoicing to sponsor/external source.

Responds to salary/benefits invoices inquiries, analyzes and resolves issues.

Collates and prepares documents for faculty being considered for College of Physicians and Surgeons BC's Academic Class registration.

Works closely with the faculty being considered for promotion along with the joint departments' HR staff.

Arranges annual mutual (1:1) meetings with the Department Head and each academic faculty.

Responsible for collection of activity reports, and progress reports, review for completeness, signatures and filing.

Prepares, schedules, participates in the annual merit committee meetings including administering the zoom with waiting room, records votes/recommendations, minute taking and minutes distribution.

Reviews salary and benefits guarantee of funding letters for accuracy and invoicing to sponsor/external source.

Reviews and calculates the Department's annual standing committees for member payments.

Works with faculty/grant managers assisting with salary/benefits costing allocations are within their grant funding budgets.

Requests and approves UBC FASmail accounts for new employees and administers the UBC Faculty and Staff Directory including regular data updates and edits.

Assists faculty with processing expenses for their professional development funds.

Provides administrative support for external and/or internal reviews (every 5 years or earlier).

Oversees and participates in maintaining the faculty personnel e-files with the admin assistant.

Performs other duties as required.

Exercises a high level of confidentiality, judgement, discretion and initiative to an outstanding degree with day to day communications with faculty, staff and students in handling matters requiring a thorough knowledge of relevant policies and procedures of the University. Takes responsibility in planning the sequence of duties, the work methods to be employed and the action to be taken. Errors in judgement may result in conflicts, legal issues, financial consequences, operational inefficiencies, and delays and damage to the reputation of the department.

Work is supervised by the Administrative Manager. Performs duties independently.

Formally trains new staff, faculty, students on administrative procedures and systems and oversees work of work learn/coop students and/or temporary admin staff.

Minimum Qualifications: High School graduation, plus two year post secondary diploma, plus four 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: Must have substantial knowledge of best practices in human resources. Practical experience with Workday (Human Resources and Finance online platform) and other admin systems and procedures, such as Qualtrics, Department website-Word Press and Teaching Tracking and Payment (TTP). Ability to analyze financial transactions, process payments and accounting journals. Ability to type 50 wpm with an intermediate proficiency in MS Suite and Adobe Creative Suite. Ability to take and transcribe accurate meeting minutes, Word processing/computer experience required (intermediate to advanced MS Word, Excel and Outlook). Be familiar with Access, Powerpoint and web-based platforms/technologies - for database and scheduling purposes. Ability to exercise a high level of confidentiality, judgement and discretion. Demonstrated ability to take initiative, prioritize and meet deadlines. Ability to perform a high level of multi-tasking skills with competing tasks and deadlines. Effective organizational and problem-solving skills. Effective interpersonal, oral and written communication skills. Ability to listen actively and attentively, obtaining clarification as required. Ability to maintain a high-level of accuracy and attention to detail. Ability to work independently and effectively in a team environment under pressure to meet deadlines. Advanced proofreading skills with a focus on grammar, spelling, and punctuation. Ability to operate job-related equipment (e.g., multi-line phone, photocopier/facsimile/scanner)