VPHR Project and Administrative Coordinator

Staff – Non Union

Job Category
M&P – Excluded M&P

Job Profile
XMP – Administration, Level A

Job Title
VPHR Project and Administrative Coordinator

Department
Human Resources Administration tendersglobal.net Central Human Resources

Compensation Range
$5,622.33 – $8,081.00 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date
March 5, 2024

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

Job End Date

Jul 24, 2024

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

Job Summary

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career

The VPHR Project and Administrative Coordinator is responsible for the day to day operations of the HR office and VPHR projects. The position is responsible for developing, implementing and evaluating the administrative operational processes, systems, and procedures for the VPHR office; while liaising with all employees and departments across Central HR for implementation.

The VPHR Project and Administrative Coordinator reports to and works in collaboration with the Executive Assistant to the Vice-President Human Resources in effectively administrating the HR departmental unit’s needs. This position coordinates and oversees administrative activities of the HR office related to financial management, planning and procurement, facilities management and information systems.  Works closely with the Vice-President, Associate Vice-President’s, and Executive Assistant to ensure the smooth running of the central HR portfolio office.

Organizational Status
 

This position reports to the Executive Assistant to the Vice-President, Human Resources.

Work Performed

• Manages administrative operations for the VPHR office, including problem-solving, identifying areas for improvement, information gathering and liaising with key stakeholders to meet changing work needs, and maintaining systems and records management.
• Develops, implements and evaluates new projects, processes and procedures, systems, and initiatives in support of the VPHR Office and to improve cross-functional systems of the Central HR office.
• Oversees a smooth and positive onboarding experience for new employees joining the HR team; including reviewing current onboarding processes and recommending and implementing areas for improvements. Developing a comprehensive process to ensure hiring managers have all the tools and resources to efficiently and effectively onboard and offboard employees in the Central HR Office.
• Responsible for HR departmental space and facilities; including advising on planning and negotiating space for the Department. Manages office moves, repairs, renovations and office furnishings. Implements systems and procedures for office equipment inventory, records management, building maintenance and service contracts. Researches, negotiates and finalizes agreements, leases or purchases (office equipment, furniture etc.). Identifies and recommends to the VPHR Office more effective ways to utilize space.
• Leads HR’s support in collaborative projects and events working closely with UBC Ceremonies & Events and staff across a variety of departments; including the 25-Year Club, Quarter Century Club, Welcome Back Staff UBC BBQ, President’s Service Awards, etc.
• Manages the administrative operations of the President’s Service Awards to ensure: applications are received and responded to in a timely and professional fashion; provides advice and guidance on the application process to external stakeholders; reviews applications to ensure criteria is met; pulls together application packages, and provides administrative and operational support to the PSA/PSAE committee.
• Responsible for developing and maintaining processes to ensure accurate records of all HR wide organizational charts, distribution lists, floor plans, and other HR high level documents.
• Manages operating accounts for the VPHR and central HR budget and associated budgets and reconciles accounts. Prepares financial analysis and reports throughout the year for year-end budget summaries to ensure expenditures are in line with budget.
• Prepares financial transactions, purchase orders, expense reports and other transactions for the VPHR Office.  Liaises with departmental staff and HR executive leadership on central HR office financial and administrative activities.
• Oversees HR networking and telecommunications services including needs assessments within the units, billing, troubleshooting, installation, purchase, contracts and data lines.
• Provides back-up support to the VPHR administrative team, including supporting the EA to the Vice-President and EA to the Associate Vice-President’s as and when required.
• Leads and oversees other special administrative projects as required by the VPHR.
• May train, oversee, and direct the work of temporary employees and students.
• Performs other related duties as required.

Consequence of Error/Judgement

Along with the EA to the VPHR, this position represents the VPHR leadership team and requires positive energy, must be customer service focused, professional, highly trustworthy, and requires judgment, tact, discretion and initiative to an outstanding degree. Errors in judgement with internal or external constituents could have a negative impact on the University resulting in legal implications, poor public relations and financial costs. Work must often meet tight deadlines and requires the incumbent to perform well under pressure. The incumbent will be expected to respond well to unexpected circumstances and exercise judgement and flexibility in establishing priorities and carrying tasks through to completion in a timely manner.

Exercises judgment and initiative in handling matters of a non-routine nature requiring the interpretation of University, faculty and staff guidelines, procedures and policies. Expected to exercise judgment in establishing priorities and carrying tasks through to completion in a timely manner. Reviews working procedures and implements changes if deemed appropriate.
Supervision Received

The position reports to the Executive Assistant, VPHR.
Minimum Qualifications

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.

Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the equivalent combination of education and experience.
Preferred Qualifications

Experience in human resources and financial management.
Proven administrative experience in a large and complex organization. Knowledge of University policies, procedures, financial and human resource systems is an asset but not required.
Knowledge of office software applications. Proven ability to supervise, take initiative and problem solve. Effective team building, organizational, planning and analytical skills. Ability to exercise leadership.
Proficient in the use of English grammar, spelling and punctuation and professional terminology including the ability to compose correspondence and other written materials using clear and concise language.
Ability to effectively facilitate groups to achieve appropriate outcome.

Proven ability to communicate with confidence professionally and tactfully, both orally and in writing to compose correspondence.
Ability to work independently and cooperatively both within the UBC community and with external stakeholders. Demonstrated ability and experience to work effectively with representatives from both the public and private sectors. Experience in managing projects that involve a variety of stakeholders.
Ability to maintain accuracy and attention to detail. Ability to exercise judgment, discretion and diplomacy