Coordinator, HR and Operations

University of British Columbia - Staff; Vancouver; On-site; CAD 60,000 - 90,000; Full time

Job summary

An established industry player seeks a Coordinator for HR and Operations who will play a pivotal role in managing recruitment processes and ensuring compliance with human resource policies. This position offers a unique opportunity to contribute to the operations of a prestigious law school while enhancing your skills in a supportive environment. The ideal candidate will possess strong communication abilities, a keen attention to detail, and a commitment to fostering a diverse workforce. Join a team dedicated to excellence in research and innovation, where your contributions will make a significant impact on the academic community.

Qualifications

• 2-3 years of related HR experience or equivalent education.
• Ability to interpret complex policies and regulations.
• Commitment to equity, diversity, and inclusion.

Responsibilities

• Manage recruitment and hiring for faculty and staff.
• Provide HR support and ensure compliance with policies.
• Oversee day-to-day operations of the law school's facilities.

Skills

Effective oral and written communication skills

Excellent interpersonal skills

Attention to detail

Ability to balance multiple tasks

Ability to exercise tact and discretion

Education

Undergraduate degree in a relevant discipline

Tools

HRMS

FMS

ISIS

PAT

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Staff - Non Union

Job Category M&P - AAPS Job Profile AAPS Salaried - Human Resources, Level A Job Title Coordinator, HR and Operations Department Administration | Peter A. Allard School of Law 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 May 8, 2025

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 Description Summary

Reporting to Administrator, the Coordinator, HR and Operations administers human resource and facilities policies and procedures for the successful operations of the Allard School of Law.

The Coordinator, HR and Operations oversees the HR hiring process for all Adjunct Professors and Visiting Scholars for the Allard School of Law. The Coordinator, HR and Operations facilitates and leads the recruitment processes for faculty hires and assists with the staff hiring process in the Allard School of Law. The incumbent provides advice and interpretation of UBC human resource policies, and requires a comprehensive knowledge of UBC policies and procedures including immigration and foreign academic recruiting.

The Coordinator, HR and Operations also manages the successful day-to-day operations of the Allard School of Law facilities, guiding and responding to faculty and staff needs. The incumbent makes recommendations and implement changes for both HR and operations workflow improvement, and assists in the implementation of such components of the Allard School of Law s strategic plans. The incumbent should have an excellent work ethic, commitment to the people and facilities of the law school, and should be planning/process-driven.

Organizational Status

Report to and works closely with the Administrator. Works closely with Associate Deans, Senior Staff, and Faculty Committee Chairs, provides advice and guidance as needed to all faculty and staff.

Work Performed

Human Resources
1. Provides front line support for day-to-day human resources activities for faculty and staff to ensure compliance with UBC policies and procedures.

2. Works independently to manage recruitment and hiring activities for the Allard School of Law Adjuncts, ensures and delegates support work for Adjuncts through teaching terms. Responsible for hiring compliance against UBC policies, procedures, and guidelines. Resolves non-compliance issues.

3. Responsible for the Allard School of Law s faculty recruitment cycles; leads administration for the Appointments Committee. Ensures hiring compliance with immigration and UBC hiring policies and procedures. Resolves non-compliance issues and escalates complex matters to the Administrator.

4. Responsible for the management of the Allard School of Law s Visiting Scholar Program. Leads correspondence with internal faculty sponsors and external applicants, manages immigration and hiring procedures and letters of offer. Leads event planning and coordination, delegating support needs as required. Ensures compliance with immigration and UBC hiring policies and procedures.

5. Initiates and manages the Allard School of Law s on/off-boarding process for all term appointments, and for new faculty and staff as directed.

6. Manages all term appointment compliance with privacy training and other legislated and/or mandatory training annually.

7. Manages internal records to ensure accurate reporting for the Allard School of Law s Adjuncts and Visiting Scholar information for strategic HR reporting and advising.

8. Responds to inquiries from Faculty Relations and Human Resources, Payroll, recommending resolutions to issues, and escalating complex issues to the Administrator as needed.

9. Advises staff and faculty on HR issues, supports hiring managers in recruitment, coordinating interviews, conducting reference checks, and communicating with candidates.

10. Manages electronic HR systems (ePAF, eRecruit and Position Management). Leads front-end absence tracking and compliance for Law School staff.

11. Coordinates faculty and staff appointments, re-appointments, recruitment and hiring processes, job descriptions and job ads working with the Administrator.

12. Manages all aspects of temporary hiring needs for the Allard School of Law, working directly with Hiring Solutions. Initiates temporary staff on/off-boarding.

13. Develops and recommends changes in the HR workflow to enhance efficiency and effectiveness.

14. Manages other HR duties as delegated by the Administrator; provides HR coverage for the Allard School of Law in the Administrator s absence.

Operations
1. Manages and directs day-to-day responses of operational and facilities management issues. Addresses concerns in a timely fashion, investigating issues and solves day to day problems.

2. Leads communications and facilitation with Building Operations for the successful maintenance of the Allard School of Law facilities. When complex facilities issues arise, recommends solutions to the Administrator.

3. Manages and oversees ad hoc building projects for the Allard School of Law; leads research and reports for new facilities projects as required.

4. Manages on the ground office move and facilities projects to ensure efficient and supportive space for faculty and staff, working with the Administrator.

5. Manages other operations duties as delegated by the Administrator and provides coverage for Administrator s absences.

Consequence of Error/Judgement

This position must exercise strong judgment and discretion in initiating and carrying out all HR activities, especially in any recruitment, appointment, or reappointment process for staff and faculty. The incumbent must ensure the integrity, confidentially and security of all employee records. The impact of error(s) regarding human resource activities could result in faculty or staff payroll problems, grievances, legal violations and/or actions, misclassifications of position and result in human resource and financial hardship for the Allard School of Law.

Supervision Received

This position reports to the Administrator and receives direction from the Administrator. The incumbent is expected to work under limited supervision and exercise considerable judgment and initiative in all duties and responsibilities.

Supervision Given

Supervises temporary staff, student employees, and Hiring Solutions staff. Delegates and supervises delegated work to CUPE 2950 admin support staff.

Acts as supervisor for the CUPE 2950 admin assistant team in the Administrator s absence.

Minimum Qualifications

- 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 a relevant discipline.Minimum of two to three years of related experience or the equivalent combination of education and experience.Prior experience in Human Resources and administration. Demonstrated experience in providing effective and appropriate guidance and counsel. Ability to interpret and apply complex policies, regulations and technical information. Experience in working with the University s human resources and administrative systems and familiarity with UBC HR policies, procedures and systems (HRMS, FMS, ISIS, PAT) an asset. Ability to be thorough, accurate and have a high level of attention to detail. Ability to effectively use word processing, spreadsheet and database applications at an intermediate level of operating systems (ex: Word, Excel, Outlook).
Must possess the following skills: Effective oral and written communication skills; Excellent interpersonal skills; Ability to balance multiple tasks and deadlines; Ability to exercise tact, discretion and confidentiality; Ability to work effectively independently and in a team environment; Ability to work effectively under pressure and manage multiple tasks and priorities; Ability to provide quality service in a courteous, patient manner; Ability to make thoughtful, informed and thorough decisions and exercise sound judgment; Ability to analyze problems, identify key information and issues and effectively resolve issues; Ability to handle a high volume of work exercising strong organization and time management skills.