HR & Education Assistant

ubc; Vancouver; On-site; CAD 48,000 - 51,000; Full time

Job summary

The University of British Columbia’s Department of Urologic Sciences is seeking an HR & Education Assistant to provide administrative and HR coordination support for UGME and VCH/UBC processes. You will handle recruitment, onboarding, documentation, and credential-tracking following policies and MOH guidelines, and assist with learner scheduling and orientation.

Based in Vancouver, this role collaborates with multiple teams and may support related programs.

Qualifications

• Supports full recruitment cycles by posting job advertisements, tracking stages and ensuring required documents are complete.
• Drafts position descriptions and updates onboarding materials, keeping templates current.
• Assists with credential checks and liaises with HR to confirm requirements.

Responsibilities

• Supports full recruitment cycles by preparing and posting job advertisements, tracking stages, and ensuring required documents are complete.
• Coordinates interview arrangements and candidate communication.
• Maintains recruitment trackers and SharePoint templates with version control.
• Provides coverage for colleague portfolios as necessary.

Skills

Recruitment coordination

Onboarding administration

Credential checks

Document management

Scheduling

Tools

SharePoint

Workday

Job description

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - HR Admin Clerk 3 (Gr5)

Job Title
HR & Education Assistant

Department
Administrative Support | Department of Urologic Sciences | Faculty of Medicine

Compensation Range
$4,314.00 - $4,532.00 CAD Monthly

Posting End Date
September 8, 2026
Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date
October 31, 2027

Job Summary

The HR & Education Assistant provides integrated administrative and human resources coordination to support both Vancouver Coastal Health (VCH) and UBC-related HR processes and the Undergraduate Medical Education (UGME) activities within the Department of Urologic Sciences at the University of British Columbia. The role delivers recruitment, onboarding, documentation, and credential‑tracking support in accordance with VCH and UBC policies, as well as applicable Ministry of Health (MOH) guidelines. In addition, the position plays a key role in UGME operations, including tracking teaching hours, coordinating learner schedules and access, supporting orientation and elective processes, and providing onsite assistance to undergraduate medical students. While the primary focus is on UGME and VCH/DUS HR coordination, the position may also provide occasional, limited support to Residency, Fellowship, and Continuing Professional Development (CPD) programs as required. The Residency Coordinator remains the lead for all residency‑related operations and provides oversight for UGME operational matters to ensure alignment and consistency across programs.

Organizational Status

The Department of Urologic Sciences (DUS) within the Faculty of Medicine supports a broad range of academic and clinical activities, including undergraduate medical education, postgraduate training, research, and faculty development. The Department is comprised of academic and clinical faculty, research personnel, administrative staff, and trainees working across multiple Vancouver Coastal Health (VCH) sites and UBC-affiliated facilities. The HR & Education Assistant reports directly to the Administrative Manager and works closely with the Department Undergraduate Program Director, the Residency Coordinator, the Department's Admin Coordinator(s), and a variety of faculty and staff involved in teaching and learner support. The position also interacts regularly with VCH Human Resources and Medical Affairs teams on recruitment, onboarding, and credentialling processes. The role requires ongoing collaboration with UBC colleagues across the Faculty of Medicine, including the MD Undergraduate Program Office, hospital-based administrative personnel, trainees and medical students. The incumbent builds effective working relationships with internal and external partners to support the efficient operation of departmental HR processes and education programs.

Work Performed

VCH/UBC-Related HR Coordination (50%)

• Supports full recruitment cycles by preparing and posting job advertisements, tracking stages, and ensuring required documents are complete in accordance with VCH/UBC guidelines.
• Coordinates interview arrangements, including scheduling, candidate communication, preparation of interview materials, and arranging virtual or in-person logistics.
• Carries out reference checks using approved templates and records outcomes in accordance with established procedures.
• Drafts position descriptions and updates onboarding materials, keeping templates current and properly version‑controlled.
• Assists with credential checks, gathering required documentation, and liaising with VCH HR or Medical Affairs to confirm procedural requirements.
• Collaborates with the Admin Coordinator on credentialling tasks such as documentation collection, status tracking, and filing.
• Maintains recruitment trackers and templates in SharePoint, including stages, dates, required documents, and version control of onboarding checklists.
• Maintains organized recruitment, onboarding, and credentialling records with attention to confidentiality and FOIPPA compliance.
• Keeps recruitment trackers and SharePoint templates updated, ensuring version control of onboarding checklists.
• Supports DUS HR Coordinator with monitoring and triaging generic inbox.
• May support Workday processing periodically.
• Provides coverage for colleague's portfolios as necessary.
• Requests access cards and other access requirements.
• Other duties as required.