Human Resources Specialist

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 position. In 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 Human Resources Specialist provides advice and guidance on a wide range of HR matters to management and staff of units within the VP Academic & Provost (VPA) portfolio. In particular, this position manages and provides specialized expertise on job classification, full cycle recruitment activities and compensation matters and processes. Provides general advice in regards to interpretation of multiple collective agreements/handbooks and employment legislation. Provides support on return to work, accommodation and performance development and management issues. Assists with various HR and change management initiatives and projects. Provides guidance on processing of transactions in HR systems(i.e., Workday). This role responds to inquiries from senior leaders, managers and staff from client departments, and union representatives; referring more complex matters to the HR Manager(s) as appropriate.

Organizational Status
Reports to the Sr. Manager, Human Resources and takes day-to-day directions from Human Resources Manager(s). Partners with client departments. Works collaboratively with other members of the units within the VP Academic & Provost (VPA) portfolio and with various departments within UBC, including but not limited to: Central Human Resources (Advisory Services and Employee Relations, Compensation, Return to Work, Benefits, Hiring Solutions), Pensions, and Payroll.

Work Performed

Recruitment and Onboarding:

• Provides specialized equitable and inclusive recruitment expertise to managers within the portfolio by providing extensive knowledge regarding behavioural interviewing skills, staffing, position description development, evaluation of candidates against identified core competencies and classification of job descriptions.

• Overseeing full cycle recruitment activities and sharing of inclusive and equitable recruitment best practices across the portfolio for staff and student appointments, including: creating job postings; determining candidate sourcing and approach; reviewing and participating in the interview process; developing and providing guidance to recruiting managers in the design of interview questions; filtering and shortlisting candidates; making selection and salary recommendations; conducting reference checks; issuing letters of regret; and finalizing offers of employment.

• Provides input and recommendations regarding overall recruitment strategy, including ensuring all processes align with equitable and inclusive hiring values and practices and all candidates have a positive and engaging interactions at all stages of the recruitment process.

• Reviews and updates job descriptions within the portfolio, including ensuring equity and consistency among positions in the units and across the broader portfolio.

• Ensures accuracy of all documents related to employment offers and oversees the recruitment and hiring of employees through Workday.

• Creates and maintains an ongoing reserve of candidates and a library of recruitment resources including interview questions and in-basket exercises.

• Manages all aspects of onboarding processes, including ensuring actioning of building access, technology set up etc. in advance of employee start date; and identifying training needs, developing and implementing training/orientation programs necessary to meet needs of new employees.

• Coordinating the recall and internal placement process. Providing guidance and support to departments when recall candidates are to be considered. Facilitating meetings with employee and/or Union as necessary.

HR Advising

• Provides information and general advice to client departments regarding the interpretation of collective agreements and other agreements and handbooks governing conditions of employment, as well as employment policy and legislation affecting the workplace (e.g. Employment Standards, Human Rights Code, and Freedom of Information). Responds to enquiries from departmental managers, union representative and employees. Refers matters which are moderately complex to the Human Resources Manager(s).

• Provides support to HR Manager(s) and general information and advice on various HR matters, including (but not limited to) performance management issues, organizational restructuring, change management, investigations, grievances, layoffs, terminations, or internal placement procedures involving CUPE 2950 and CUPE 116 staff. Conducts research for grievances and may participate in grievance meetings with the Union. Refers complex matters to HR Manager.

• Drafts termination letters for review. Identifies and refers more complex issues to Human Resources Manager(s).

• Facilitates graduated return to work and accommodation processes for employees returning to work and/or accommodations required to remain at work. Partnering with HR Manager(s) on complex/sensitive matters.

• Coordinates compensation matters and advises management on salary administration for all staff groups including honorariums, probationary, progression to midpoint and merit increases. Advises on all relevant forms and ensures that salary administration process is implemented in compliance with collective agreements/handbooks. Consults with Compensation Team where appropriate.

• Partnering with and/or referring foreign worker matters to UBC Housing, Immigration and Relocation Services are required.

• Advises managers to determine temporary staff needs and placement requirements.

• Provides information and general advice on University policies, procedures and practices.

HR Special Projects and Administration

• Reviews and provides guidance on various HR transactions for the portfolio ensuring accuracy and alignment with collective agreements, legislation, and HR policies and practices.

• Acts as a subject matter expert for Workday, identifying training opportunities, providing feedback to the Workday support team for proposed improvements, and liaising with departmental stakeholders on system updates and improvements.

• Oversees communication and ensures dissemination of information on key HR and strategic projects such as Workplace Experience Survey, etc. This includes planning meetings, leading trainings and delivering presentations with portfolio units.

• Provides oversight on the implementation and management of HR programs, projects and initiatives, including developing and analyzing HR metrics.

• Identifies and participates in the design of new and continuous business process improvements and updates.

• Participates in the development and the delivery of Human Resources training programs.

• Oversees the production and analysis of complex HR related reports.

• Gathering information and assisting with preparing responses to FOI requests and/or requests from ICBC.

• Participates in various HR and departmental meetings as required.

• May serve on various University committees as a representative of Human Resources.

• Performs other duties as required.

Consequence of Error/Judgement
Inappropriate advice or inaccurate information provided to clients 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 and 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.

Supervision Received
Reports to Sr. Human Resources Manager and works closely with and takes general directions from the Human Resources Manager(s) in accordance with established principles and methods.

Supervision Given
May supervise the work of temporary staff and/or student workers as required.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of 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.

• Thorough knowledge of current Human Resources Management practices.

• Knowledge of provincial and federal legislation governing employers Human Resources practices.

• Knowledge and experience with a coaching model to influence and advise client units.

• Experience sourcing job candidates using a wide variety of methods and creating compelling recruitment strategies for specified job functions.

• Working knowledge of the Workday system is an asset.

• Effective oral and written communication skills.

• Proven ability to work in a team and in a collaborative and inclusive manner, fostering equitable experiences and a respectful environment for all staff.

• Ability to work effectively with others at all levels of the organization and across cultural differences.

• Ability to establish and maintain supportive working relationships with client departments, union and association representatives.

• Ability to exercise tact, discretion, and judgment required.

• Proven ability to be flexible, confident and self-motivated.

• Ability to prioritize and work effectively under pressure to meet deadlines.

• Ability to deal with a diversity of people in a calm, courteous, and effective manner.

• Ability to analyze problems, identify key information and issues, and effectively resolve.

• Ability to travel on and off-site unit locations.

• Ability to effectively manage multiple tasks and priorities.

• Proficiency with word processing, database, spreadsheet, and presentation software and with human resource information and benefit systems (preferably Workday experience).