HR Coordinator

ubc; Vancouver; On-site; CAD 53,000 - 57,000; Full time

Job summary

UBC is seeking an HR Coordinator to coordinate Human Resources functions within the Department of Urologic Sciences. The role handles recruitment, hiring, and appointment processes for staff, students, and faculty across the department and distributed sites, reporting to the Administrative Manager.

The position involves completing administrative clerical tasks related to HR and personnel management for the department.

Responsibilities

• HR: First point of contact for department members regarding HR matters.
• Monitors generic HR inbox and escalates to Administrative Manager.
• Creates templates detailing routine answers and information.
• Provides information to faculty and staff on HR policies and practices.
• Advises on collective agreements terms including sick/vacation accruals and posting deadlines.
• Coordinates full cycle appointment, reappointment and termination activities for all staff, faculty, trainees and students.
• Enters job descriptions and updates hiring data into WorkDay; creates postings and processes hires.
• Maintains recruitment files and postings; generates offers and promotion letters.
• Assists with appointment, reappointment, and promotion processes for Clinical and Academic Faculty.

Job description

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - HR Admin Clerk 4 (Gr8)

Job Title

HR Coordinator

Department

Administrative Support | Department of Urologic Sciences | Faculty of Medicine

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

September 21, 2026

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

Job End Date

October 31, 2027

Application must include cover letter

Job Summary

This position coordinates Human Resources functions within the Department of Urologic Sciences. This position is responsible for coordinating all Human Resources functions, including recruitment, hiring, and appointment/reappointment processes for staff, student, faculty within the Department and its distributed sites. Works closely with and reports to the Administration Manager in the Department. Responsible for completing all administrative clerical tasks regarding human resources and personnel management for the Department relating to Faculty, Staff and Students.

Organizational Status

This position reports administratively to and works closely with the Administrative Manager.

Work Performed

HR:

• First point of contact for department members regarding HR matters. Responsible for addressing all routine HR related inquiries.
• Monitors generic HR inbox for questions, escalates to Administrative Manager as appropriate.
• Creates templates detailing and describing routine answers and information
• Provides information to faculty and staff on current UBC human resources policies and practices, such as attendance and leave management, vacation and sick leave benefits, appointment and re-appointments.
• Advises department head/division heads/PIs on collective agreements terms, including limited interpretation (eg. sick/vacation accruals, notice periods, posting deadlines etc).
• Coordination of full cycle appointment, reappointment and termination activities for all staff, faculty, trainees and students within the Department.
• Enters job descriptions, updates and maintains hiring documents and other required data into UBC systems (WorkDay), submits job descriptions for classification, and creates job postings and processes hires according to established guidelines.
• Maintains/archives recruitment files, applications and departmental postings.
• Generates appointment/reappointment offer letters and promotion letters and coordinates with faculty members for signatures.
• Assists Administrative Manager in the appointment, reappointment, and promotion process for both Clinical and Academic Faculty.
• Assists with ARPT and CARP packages and distribution to committee members, both Clinical and Academic.
• Advertises Research Associate and Postdoctoral Fellow positions on dept. web and other appropriate media.
• Submits LMIA applications, and completes IRCC processes. Follows up on subsequent issues.
• Liaises with internal UBC Departments (Faculty Relations, Medicine Dean's Office, UBC Payroll).
• Liaises with external organizations (eg. PHSA Employee Services, VCH, SPH and etc).
• Assists Administrative Manager on projects as required.
• Records and manages HR procedures.

Payroll:

• Prepares, verifies and processes full cycle paperwork related to appointments, re-appointments, funding transfers, salary increases, promotions, transfer and severance notices, leave of absences, etc. for all appointees; within the Department including: Staff, Students, Faculty, Research Associates & Post Doc Fellows. Tracks and follows up on problems related to appointments and processing.
• Processes all salary (mid-point progression/merit) increases as well as earning distribution changes
• Responsible for ensuring sufficient funding to support appointments and solicits appropriate financial approvals for workflow, verifies salary entitlement, benefits eligibility and employee eligibility for the role;
• Responsible for analyzing funding/financial information for all transactions and ensuring pre-approval has been granted by the Dean's Office.
• Responsible for running and maintenance of 3 month ending reports, ensuring all appointments are extended without a break in pay and maintaining database by entering, updating and retrieving data.
• Prepares complex reports and analysis.
• Maintains all personnel data in WorkDay.
• Performs other duties as required.

Consequence of Error/Judgement

Incorrect input in the database could produce errors on the system, which would result in jeopardizing the integrity of the system, and have a serious impact on the Department budget projects and forecasting. Data provided to personal files would not be completely reliable resulting in discrepancies with regard to promotions, salary changes, appointment errors and faculty not being paid. In extreme cases could result in legal implications for the Faculty of Medicine and the University. Duties require a high level of confidentiality.

Supervision Received

Works under general supervision from Admin Manager. Performs routine duties independently