HR & Finance Assistant

University of British Columbia; Vancouver; On-site; CAD 59,000 - 65,000; Full time

Job summary

University of British Columbia is seeking an HR & Finance Assistant to support the Department of Obstetrics and Gynaecology in the Faculty of Medicine. The role handles recruitment, appointments, promotions, and financial tasks within Workday, serving as a front-line resource for managers and staff across the department.

This CUPE 2950 position coordinates complex HR processes, maintains records, and ensures timely processing of payroll-related transactions while supporting budget and financial

Responsibilities

• Oversee department HR workflows: recruitment, appointments, promotions, reappointments, and terminations.
• Coordinate complex processes (DARPT, DCARP) with agenda setting, documentation, attendance, and records.
• Prepare materials for search committees and liaise with Faculty Relations and HR for information and clarifications.
• Process appointment transactions: hires, reappointments, offers, salary changes, leaves, terminations.
• Maintain Workday records for salaries, positions, and payroll; act as Timekeeper for hourly staff.

Job description

Job Title HR & Finance Assistant Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Administrative Support 4 (Gr9) Job Family Group Staff - Union Department Administrative Support | Department of Obstetrics and Gynaecology | Faculty of Medicine

Compensation Range $5,261.00 - $5,869.00 CAD Monthly

Job End Date Ongoing Posting End Date October 27, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. This position is subject to the satisfactory completion of required background checks

Job Description Summary

The portfolio consists of 400 department members and spans across the province, including our main hospital sites of St Paul’s, BC Women’s, Vancouver General and Surrey Memorial. The position is responsible for coordinating the recruitment, appointment, reappointment, promotion and termination processes for faculty, staff, and students. The incumbent acts as a front line resource for department managers and employees and respond to confidential and complex inquiries on HR issues. This position also provides finance support to the Department and is the first point of contact for general enquiries related to Workday financials.

Work Performed

• Oversees the administration of the department by coordinating work processes, establishing work schedules and priorities, and resolving complex issues.
• Oversees the coordination of complex processes, such as promotion and tenure review processes, preparation of course schedules, and resolution of scheduling appeals.
• Works with HR staff on the Department Appointments, Reappointments, Promotion & Tenure Committee (DARPT) meetings: sets agenda, gathers relevant documentation, attends meetings, records proceedings and vote counts.
• Works with HR staff in the Department Clinical Appointments, Reappointments and Promotion Committee (DCARP) meetings: sets agenda, gathers relevant documentation, attends meetings, records proceedings and vote counts.
• Assists with human resources processes, such as processing appointments, preparing recruitment advertisements for Faculty, Sessional and staff appointments, gathering information for merit processes, preparing material for search committees, and liaising with the Faculty Relations and/or Human Resources department for information and clarification.
• Coordinates all supporting documentation for appointment, reappointment, promotion and tenure reviews and prepares various written correspondence documents including offer letters, letters of invitation, and promotion recommendations.
• Responsible for processing all appointment transactions including: hires, reappointments, job offers, salary changes, earnings distribution changes, leaves, terminations, and other changes in employment.
• Tracks assigned HR transactions and follows up on outstanding admin requirements or approvals through the various departments throughout the University, escalating delays or issues to the HR Manager or Assistant HR Manager.
• Runs and maintains upcoming termination reports, ensuring all appointments are extended without a break in pay and maintaining department databases by entering, updating and retrieving data.
• Works with the HR staff to analyze funding for all payroll/HR transactions.
• Acts as Timekeeper in Workday for hourly employees, this includes following up with faculty on approval of hours.
• Uses Workday to post jobs, review applicants, and process job offers.
• Maintains recruitment files, applications and departmental postings.
• Tracks volunteer assignments in the department and ensures they have departmental volunteer policies and procedures.
• Responds to confidential telephone, email, and in-person inquiries, and provides information of a complex nature, such as Faculty salary information and advice.
• Performs financial duties such as monitoring and reporting on budget expenditures, reconciling journal vouchers, and processing expenses, credit card payments, and travel requisitions.
• Liaises with external organizations (e.g., Health Authorities, Ministry of Health) to exchange information.
• Acts as Ergonomic Representative for OBGYN Department.
• Requests FASmail accounts for new employees and maintains guest CWLs for visitors and contingent workers.
• Oversees office processes such as ordering ID cards for new staff, scheduling equipment maintenance and ordering stationery for HR staff.
• Updates OBGYN website through WordPress.
• Responsible for ensuring personal and appointment details are correct in Workday, Education Database, Department Website Directory, and the University Directory.
• Processes Criminal Record Checks and processes payments in Workday.
• Trains, orientates, and supervises any HR temporary employees.
• Coordinates and submits information and documentation for a variety of financial transactions relating to payment of invoices, purchase orders, honoraria, travel and expense reimbursements, credit card transactions, and wire transfers, in a timely and accurate manner.
• Responsible for reconciling monthly ledgers in order to track project expenses; investigates and resolves irregularities; investigates and responds to accounting inquiries from external vendors and individual payees.
• Prepares financial reports and expense summaries to assist the Admin Director in developing and monitoring department, grant and project budgets and financial reports.
• Responds to general Workday financial questions from department members.
• Provides guidance to department members on the navigation of Workday related to general financial matters including one on one guidance on system use.
• Liaises with department on Workday roles and requests changes to meet business processes.
• Keeps up to date on UBC financial policies and procedures, and attends all mandatory and refresher training sessions as necessary.
• Performs other duties as required.

Expectations for all UBC employees

• 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

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally.

A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world.

Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential.

New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work.

Are you ready to embrace the future together?

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at [e-mail].