VPHR Project And Administrative Coordinator

VPHR Project And Administrative Coordinator

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 UBC. In 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 unit's 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.

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 President's Office, to coordinate and execute collaborative events including UBC's long service recognition events, the UBC Welcome Back Staff & Faculty BBQ, President's Service Awards, etc.

• Manages the administrative operations of the President's 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 process—driving 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 VPHR's 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 one's own.

• Demonstrates a commitment to enhancing one's 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.