HR Assistant

ubc; Vancouver; On-site; CAD 51,000 - 54,000; Full time

Job summary

UBC’s Department of Emergency Medicine seeks an HR Assistant to support human resource tasks for staff, students and faculty. The role coordinates appointments, reappointments and promotions, maintains HR records, and manages day-to-day HR activities within the department, including onboarding, offboarding and compliance.

The position functions as a leave replacement for a fixed term, with a compensation range of CAD 4,594.00–CAD 4,827.00 per month and is based in Vancouver.

Responsibilities

• Provides day-to-day human resources transactional support for the department.
• Prepares and processes full-cycle HR tasks related to recruitments, appointments, reappointments, salary and costing allocation changes, promotions, transfers, leaves, resignations, retirement, and severance for staff and students and provides transactional support for selected faculty, as needed.
• Coordinates the appointment, reappointment, and promotion processes for Clinical and Clinical Emeriti Faculty, including soliciting, reviewing and preparing documents, submitting completed packages, and entering and maintaining related information into the relevant administrative systems.
• Coordinates the Clinical Appointments, Reappointments, and Promotion committee meetings.
• Coordinates the appointment, reappointment, and termination of Clinical Fellows and Associate Members.
• Assists with recruitment activities for staff appointments.
• Tracks and processes salary increases for staff (e.g. probation, mid-point progression, and merit)
• Ensures sufficient funding to support appointments and verifies salary entitlement and benefits eligibility.
• Provides general information and advice on human resources referring complex queries to the HR Coordinator.
• Coordinates onboarding and offboarding activities for staff, students, and faculty.
• Maintains employee attendance records, ensures entitlements and balances are kept up-to-date and are accurate.
• Monitors term end dates for all staff and faculty and ensures individuals are reappointed or terminated as required.
• Monitors work permits and study permits for staff, students, and faculty.
• Maintains appropriate lists to track completion of training and performance reviews and collects documentation for personnel files.
• Supports departmental information and records management, and is responsible for maintaining HR electronic filing systems
• Ensures personnel data within all administrative systems is accurate and kept up-to-date.
• Coordinates the hourly submission process, which includes semi-monthly communication with hourly staff.
• Maintains the departments contact and mailing lists.
• Runs reports, compiles statistical information and creates complex spreadsheets on an as needed basis.
• Assists with the development and implementation of policies and procedures to support increased efficiency and effectiveness of HR processes and operations within the department.
• Supports the integrity, confidentiality and security of employee personnel records.
• Maintains current knowledge of UBC and FoM policies, processes and procedures, and employee agreements and hand

Job description

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - HR Admin Clerk 4 (Gr7)

Job Title

HR Assistant

Department

Administrative Management | Department of Emergency Medicine | Faculty of Medicine

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

October 2, 2026

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

October 9, 2027

This is a leave replacement for a fixed term duration.

Job Summary

The HR Assistant supports the human resource functions for students, staff, and faculty in the Department of Emergency Medicine. The incumbent will be responsible for initiating and coordinating HR tasks for staff, students and faculty appointments, reappointments and promotions, maintaining accurate HR records, and the day-to-day human resources activities for the department.

Organizational Status

The vision of the UBC Department of Emergency Medicine is to be a provincially integrated Department committed to clinical, academic, and health care delivery leadership, founded in the creation and exchange of knowledge to improve emergency care. Our faculty members across the province have an impressive record of research and discovery related to prevention of emergencies, improving clinical care, and system improvements. Our Royal College residency training program, distributed across four program sites, is the largest in the country providing high-quality emergency training. The Department of Emergency Medicine has also played a leadership role in the development and implementation of the BC Emergency Medicine Network which integrates and translates knowledge and experiences to support emergency practitioners across the province.

Work Performed

• Provides day-to-day human resources transactional support for the department.
• Prepares and processes full-cycle HR tasks related to recruitments, appointments, reappointments, salary and costing allocation changes, promotions, transfers, leaves, resignations, retirement, and severance for staff and students and provides transactional support for selected faculty, as needed.
• Coordinates the appointment, reappointment, and promotion processes for Clinical and Clinical Emeriti Faculty, including soliciting, reviewing and preparing documents, submitting completed packages, and entering and maintaining related information into the relevant administrative systems.
• Coordinates the Clinical Appointments, Reappointments, and Promotion committee meetings.
• Coordinates the appointment, reappointment, and termination of Clinical Fellows and Associate Members.
• Assists with recruitment activities for staff appointments.
• Tracks and processes salary increases for staff (e.g. probation, mid-point progression, and merit)
• Ensures sufficient funding to support appointments and verifies salary entitlement and benefits eligibility.
• Provides general information and advice on human resources referring complex queries to the HR Coordinator.
• Coordinates onboarding and offboarding activities for staff, students, and faculty.
• Maintains employee attendance records, ensures entitlements and balances are kept up-to-date and are accurate.
• Monitors term end dates for all staff and faculty and ensures individuals are reappointed or terminated as required.
• Monitors work permits and study permits for staff, students, and faculty.
• Maintains appropriate lists to track completion of training and performance reviews and collects documentation for personnel files.
• Supports departmental information and records management, and is responsible for maintaining HR electronic filing systems
• Ensures personnel data within all administrative systems is accurate and kept up-to-date.
• Coordinates the hourly submission process, which includes semi-monthly communication with hourly staff.
• Maintains the departments contact and mailing lists.
• Runs reports, compiles statistical information and creates complex spreadsheets on an as needed basis.
• Assists with the development and implementation of policies and procedures to support increased efficiency and effectiveness of HR processes and operations within the department.
• Supports the integrity, confidentiality and security of employee personnel records.
• Maintains current knowledge of UBC and FoM policies, processes and procedures, and employee agreements and hand