Human Resources Coordinator

Job Title
Human Resources Coordinator

Job Category
M&P - AAPS
Job Profile
AAPS Salaried - Human Resources, Level A

Job Family Group
Staff - Non Union

Department
DAE Talent Management 2

Compensation Range
$5,692.25 - $8,179.50 CAD MonthlyThe 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 position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Job End Date
Ongoing

Posting End Date
October 30, 2026
Note: Applications will be accepted until 11:59 PM on the Posting 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 Human Resources Coordinator role focuses on providing advice and recommendations on all aspects of employee lifecycle activities, interpretation of collective agreements, other agreements and handbooks governing conditions of employment within the Development & Alumni Engagement (DAE) and/or External Relations portfolios. This position may also provide advice regarding recruitment activities and the hiring process.

This position is also responsible for managing the implementation of the employee experience programs and organizational development and learning (ODL) programs. This includes overseeing and maintaining various electronic HR systems to enable an exceptional employee and learning experience for staff in the Development and Alumni Engagement (DAE) portfolio.

Organizational Status
Reports to the Human Resources Manager, DAE, and works collaboratively with the DAE HR team and supportively with DAE, External Relations staff and management. Works with various departments within UBC, including but not limited to: Organizational Development & Learning, Employee Recognition and Experience, Advisory Services, Total Compensation. Additionally may include support in areas such as but not limited to: Equity Diversity & Inclusion, Equity Inclusion Office, Center for Workplace Accessibility, Health & Wellbeing.

Work Performed

Provides general HR advice with regards to University policies, procedures and practices, and the interpretation of collective agreements, other agreements and handbooks governing conditions of employment. Refers matters which are more complex to HR Managers
Responsible for the full spectrum of employee life-cycle reporting including; end of employment, work permit expiry, compensation changes, leave of absence, FTE changes, temporary promotions/secondments. Prepares and administers all necessary communications associated with the process
Provides guidance on leave management activities including vacation, sick, maternity, parental, medical, unpaid leaves, reduced appointment/secondments, and jury duty. May coordinate maternity/parental leave meetings as requested on an ad hoc basis
Subject matter expert on Workday HR processes, providing reports and conducting analysis to clients and HR team members as required, including salary administration, FTE and staffing reports, quarterly HR metric reports, HR Dashboard, and supporting DAE units with benchmarking initiatives
Provides advice regarding recruitment activities, including but not limited to the following activities: job descriptions, external postings, reviewing resumes, telephone screening, coordinating interview panels, employment offers, employee onboarding/offboarding, strategic recruitment and initiatives (i.e. hiring fairs)
Leads and manages all aspects of orientation programs and onboarding processes for DAE and/or External Relations that includes creating and maintaining materials, coordinating training, and working with managers and DAE HR team to ensure proper employee orientation to UBC and the portfolio
Responsible for the accurate preparation and approvals of all documents (paper or electronic) related to: employment offers, employment verification, salary changes, leaves, promotions, layoffs, resignations, retirement, transfers, promotions etc. and ensure that they adhere to the various employment agreements
Partners with Central HR team members to troubleshoot, identify, and implement changes to increase efficiencies and effectiveness as required
Participates in the design and development of the employee experience and recognition, organizational development and training programs including leadership development programs, including creating and maintain digital content for programs
Manages special projects as required, including developing and managing timelines, creating internal processes and learning documents, implementation of HR guidelines, processes, and procedures
Works closely with the identified subject matter experts to coordinate the instruction design of the organizational development and training programs
Responsible for managing the implementation of organizational development and training programs through electronic HR systems including Workday, Workplace Learning Platform, SharePoint, and Learning Management Systems
Leads the transition for DAE programs over to Canvas Catalog and acts as a subject matter expert to provide advice and guidance to others in their use of these systems and related processes
Defines the survey evaluation questionnaires to track the effectiveness at different levels of the organizational development and training programs; analyzes evaluation results for program enhancements and proposed improvement plans
In collaboration with the HR Manager, drafts and revises the strategy to promote the programs among the leaders and staff to build and enhance the buy-in and commitment to the programs
Coordinates organizational development programs and initiatives for DAE within the overall context of the DAE People Strategy, UBC strategic plans, and including the goals of the DAE Services strategic plan; providing support to HR Director and HR Managers with work related to Rewards & Recognition and other special initiatives as required
Participates in the administration of appropriate resources and toolkits of performance enablement processes for DAE managers; includes overseeing and maintaining toolkits on DAE’s People Manager team site
Support the preparation of DAE’s Inform & Inspire learning and knowledge-sharing sessions, and coordinate engagement opportunities by identifying and securing guest speakers at specific times of the year. This includes supporting key wellness initiatives such as UBC Move Month (February) and Thrive Month (November), while fostering connections with internal and external partners to enhance program delivery
Performs ad-hoc duties as required.

Consequence of Error/Judgement
Inappropriate advice or inaccurate information provided to client may result in the filing of grievances, arbitration processes, or the initiation of litigation. Any of these outcomes may have significant financial consequences for client departments, may have a negative impact on the University's relationship with unions and associations and/or may contribute to an unfavorable public image of the University. Failure to deliver services to departments in a timely manner may result in a disruption of client department operations. Misuse or misunderstanding of proper HR data management tools and practices may result in negative implications to employees in the client portfolios with a negative impact on staff morale and well-being.

Supervision Received
Works collaboratively with the HR team and under the general supervision of the Human Resources Manager, DAE, in accordance with established principles and methods. Works closely with departmental management teams.

Supervision Given
Works closely with and provides functional supervision of the HR Administrative Assistants.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two to three 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

Human resources experience, preferably in a complex, unionized environment.
Proficient using Microsoft Office including: Outlook, MS Word, MS Excel (including ability to develop and use formulas), MS PowerPoint, database programs and internet applications and tools at an intermediate level.
Proficient knowledge in Learning Management Systems (LMS), working knowledge with Canvas Catalog is a strong asset
Ability to leverage technology and modernized tools as it relates to cloud-based storage, and planning/coordinating, creating efficiencies in support of the work completed and meeting deliverables.
Ability to prioritize and work effectively under pressure to meet deadlines and effectively manage multiple tasks and priorities.
Effective oral and written communication skills.
Ability to exercise tact, discretion, and judgment required. Strong analytical skills, including the ability to analyze numerical data, draw logical inferences, and provide reasonable recommendations.
Knowledge of current Human Resources Management practices and provincial and federal legislation governing employers' Human Resources practices.
Proven ability to work in a team and collaborate with others, establishing supportive working relationships.
Proven ability to be flexible, confident and self-motivated.
Ability to deal with a diversity of people in a calm, courteous, and effective manner always maintaining awareness of the client perspective.
Ability to analyze problems, identify key information and issues, change data into information and effectively find resolution.