Recruitment Assistant

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

Job summary

UBC Geering Up Engineering Outreach is seeking a Recruitment Assistant to support HR activities for Geering Up programs. You will assist with recruitment, onboarding, orientation, and maintenance of staff records, while ensuring confidentiality and alignment with CUPE 2950 practices.

The role collaborates with the Geering Up Camps Assistant Manager and university HR partners, handling 150-225 annual postings and related processes in Workday.

Qualifications

• Experience supporting recruitment, onboarding and termination processes in Workday.

Responsibilities

• Coordinate recruitment processes for 150-225 positions annually.
• Provide initial onboarding and orientation for new staff.
• Maintain confidentiality of personnel files and HR documentation.

Skills

Recruitment coordination

Onboarding

HR data handling

Tools

Workday

FASmail

UBC Directory

CWL

SharePoint

Job description

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - HR Admin Clerk 3 (Gr5)

Job Title

Recruitment Assistant

Department

Geering Up & Outreach Program | Camps | Dean's Office | Faculty of Applied Science

Compensation Range

$4,314.00 - $4,532.00 CAD Monthly

Posting End Date

September 7, 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 End Date

Ongoing

This position is subject to the satisfactory completion of required background check

Organizational Status

This position reports directly to the Geering Up Camps Assistant Manager. This position interacts regularly with prospective employees, hourly staff, the Geering Up administration team and institutional partners. Due to the nature of the work, vacations are limited during the months of January-February and July-August during the peak hiring seasons for summer and fall positions.

Job Summary

This position serves as the human resources support for UBC Geering Up Engineering Outreach (Geering Up) and is one of the main liaisons with APSC Human Resources, Central Human Resources and UBC Central Payroll. This position supports the recruitment, onboarding and termination (in Workday) of hourly position appointments.

Work Performed

• Responsible for all HR documentation related to hiring and termination of staff. Ensures integrity and confidentiality of personnel files.
• Coordinates recruitment processes including phone application screenings, interviews, reference checks and onboarding information for 150-225 positions annually.
• Creating, posting, and advertising postings internally and externally. Answers questions pertaining to posted positions.
• Initiates all recruitment related business processes, such as appointments, transfers, extensions and terminations in Workday.
• Provides initial onboarding and orientation for all new staff, inform managers when employees are not progressing through required onboarding documents or information submission.
• Provides training to all new staff regarding navigation of Workday (to view their records and time-entry).
• Ensures all new staff are incorporated, and flags updates for all related changes to FTE, employment group changes, or terminations.
• Supports administration, data entry and follow-through in regards to accessing UBC systems (FASmail, UBC Directory, Workday, CWL, SharePoint, etc.) which is a very security-conscious multi-program process.
• Creates efficiencies and updates to interview templates, recruitment process and staff onboarding/ offboarding.
• Ensures follow-through on efficient human resources policies, procedures, collective agreements - CUPE 116, CUPE 2950 & AAPS in limited capacity.
• Monitor and inform managers on all departmental human resources activities are consistent with UBC policies and procedures.
• Provides information and communication to all staff in relation to changes in the conditions of employment, salary guidelines, and provides limited interpretation on equity and benefits including changes to the collective agreements for all employee groups.
• Maintains current knowledge of human resources policies and procedures and applicable collective agreements.
• Under supervision, Ccompletes wage mapping, position appointments and Canada Summer Jobs tracker on a seasonal basis related to hourly staff appointments. (wage, hours, length of contract, personal information of staff)
• Under supervision, submit funding applications for positions allocated by managers relating to UBC Work Learn and other potential funding sources related to student staff.
• Reports Workday application questions and errors through the Integrated Service Center and works through resolutions or workarounds as needed with the ISC team.
• Provides coverage for other members of the administration team when absent, as required related to recruitment.
• Coordinate or assist the operations team with interviews as needed.
• Utilizes and provides the hiring committee with staff performance evaluations from previous Geering Up positions to provide input and information to managers to support hiring decisions.
• Represent Geering Up at career fairs and other recruitment-related networking events.
• Other related duties as required.

Consequence of Error/Judgement

UBC Geering Up Engineering Outreach delivers STEAM (Science, Technology, Engineering, Art, and Math) outreach programming to children, youth, and teachers across the province of British Columbia. Many of Geering Up's programs focus on giving underrepresented and marginalized groups access to STEAM education; therefore, ensuring adequate and valid employee qualifications, ensuring accurate training, and addressing employee conflict and other issues is essential both to the integrity of the programs, and the image of the organization.

This position is responsible for data related to financial and reach reporting, er