HR & Admin Assistant

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Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - HR Admin Clerk 3 (Gr5) Job Title HR & Admin Assistant Department Human Resources Support | Dean's Office | Faculty of Applied Science Compensation Range $4,314.00 - $4,532.00 CAD Monthly Posting End Date June 28, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date June 30, 2027 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. Job Summary This position is a 1-year term position to support the Faculty's transition to a Shared Service Centre. The Faculty of Applied Science at UBC encompasses six engineering departments, the School of Architecture and Landscape Architecture, the School of Nursing, the School of Community and Regional Planning, four multidisciplinary programs, five major research centres, and the School of Engineering at UBC Okanagan. As UBC's fourth-largest faculty, it operates across the Point Grey and Okanagan campuses, as well as various off-site locations, including health authority facilities. Guided by bold and interconnected mission and vision statements-transforming ourselves and transforming the world-the Faculty is committed to reimagining its internal structures, business models, and culture to better reflect its values and strategic priorities. This internal transformation is foundational to achieving a broader societal impact. In 2025, the Faculty initiated a multi-year transformation project to shift from a decentralized service delivery model to a centralized, collaborative approach. While we undertake this important work we are seeking additional administrative support for our units during this time of transition. HR and Administrative Assistant is responsible for coordinating all human resources administrative activities, including onboarding new staff, reappointments, salary progression and processing for faculty, staff, and students appointments in Workday and provides ad-hoc HR and administrative support across the Faculty, including providing comprehensive HR information, including limited interpretation of collective agreements, and responding to other general administrative queries.. The position ensures smooth operations while balancing out competing priorities and deadlines by responding to inquiries, coordinating and maintaining documentation and information, supporting unit staff with a variety of administrative responsibilities during peak periods or absences. Organizational Status This position will support operations across the Faculty as we transition core operations to a shared service model. This position will have a dual report to the HR Manager (APSC) and the Senior Manager, Faculty Affairs and will take direction from the lead administrators in the departments and schools, and team leaders in the Dean's Office. Work Performed Human Resources & Administrative Support: Provides confidential and comprehensive coordination and administrative support of a complex nature related to recruitment, employee lifecycle actions, and onboarding/offboarding. Provides comprehensive HR information regarding hiring processes, salary scales, vacation and sick leave entitlements, leave of absence, salary increases, benefits) and ensures queries are responded to in a timely manner or escalated to the appropriate individual. Supports all appointment/reappointments for staff and term faculty, ensuring documentation aligns with UBC and APSC policies, procedures and guidelines, including drafting term faculty offer letters. Provides ad-hoc day-to-day administrative support for the six engineering departments and three schools including, producing clear and accurate written communications, monitoring and triaging unit inboxes, coordinating general office duties, tracking financial transactions and maintaining logs for reconciliation, supporting the coordination, tracking, and processing of expense reimbursements and purchase order requests, scheduling and coordinating meetings and events, and other related duties Provides information and general advice, including limited interpretations of collective agreements and handbooks, on topics including, but not limited to, salary increases, hiring processes, attendance, vacation and sick leave benefits. Escalates more complex staff-related cases to HR Manager and faculty-related cases to Snr Manager, Faculty Affairs Maintains a proactive system for staff and term faculty appointments/reappointments, term end dates, promotions, leave of absences, working notices, probation, salary increases, vacation tracking, statutory holiday pay for part-time staff and more. Prepares and review reports from Workday o

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