{"id":1156395,"url":"https://alion.io/job/university-of-british-columbia-hr-assistant","title":"HR Assistant","company":{"id":20798,"name":"University of British Columbia","domain":"ubc.ca","url":"https://alion.io/company/pacific-laboratory-for-artificial-intelligence","size_band":"1001-5000","is_staffing_agency":false,"is_intermediary":false,"ats_vendor":"Workday","truth_index":null},"role":"HR","role_family":"HR","seniority":"middle","employment_type":"full_time","work_mode":"on_site","remote_scope":null,"hiring_geo_confidence":"structured","locations":["Vancouver, Canada"],"countries":["CA"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":4594,"max":4827,"currency":"CAD","period":"month","gross":null,"usd_annual":41280},"salary_estimate":null,"experience_years_min":4,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Supervision","optional":false},{"name":"Microsoft Office","optional":true},{"name":"Outlook","optional":true}],"status":"live","first_seen_at":"2026-09-23T21:46:51Z","employer_posted_date":"2026-09-23","last_verified_at":"2026-09-24T03:27:48Z","board_verified":true,"closed_at":null,"days_open":0,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":0},"description":"Staff - UnionJob Category\nCUPE 2950Job Profile\nCUPE 2950 Salaried - HR Admin Clerk 4 (Gr7)Job Title\nHR AssistantDepartment\nAdministrative Management | Department of Emergency Medicine | Faculty of MedicineCompensation Range\n$4,594.00 - $4,827.00 CAD MonthlyPosting End Date\nOctober 2, 2026Note: Applications will be accepted until 11:59 PM on the Posting End Date.\nJob End Date\nOctober 9, 2027This is a leave replacement for a fixed term duration.This is a leave replacement for a fixed term duration.\nAt 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.\nJob Summary\nThe HR Assistant supports the human resource functions for students, staff, and faculty in the Department of Emergency Medicine. The incumbent will be responsible for initiating and coordinating HR tasks for staff, students and faculty appointments, reappointments and promotions, maintaining accurate HR records, and the day-to-day human resources activities for the department.\nOrganizational Status\nThe vision of the UBC Department of Emergency Medicine is to be a provincially integrated Department committed to clinical, academic, and health care delivery leadership, founded in the creation and exchange of knowledge to improve emergency care. Our faculty members across the province have an impressive record of research and discovery related to prevention of emergencies, improving clinical care, and system improvements. Our Royal College residency training program, distributed across four program sites, is the largest in the country providing high-quality emergency training. The Department of Emergency Medicine has also played a leadership role in the development and implementation of the BC Emergency Medicine Network which integrates and translates knowledge and experiences to support emergency practitioners across the province.\nThis position reports to the Administrative Manager and takes direction from the HR Coordinator. The HR Assistant also interacts with other UBC staff and faculty members in order to support the department.\n Work Performed\nProvides day-to-day human resources transactional support for the department.\n\nPrepares and processes full-cycle HR tasks related to recruitments, appointments, reappointments, salary and costing allocation changes, promotions, transfers, leaves, resignations, retirement, and severance for staff and students and provides transactional support for selected faculty, as needed.\n\nCoordinates the appointment, reappointment, and promotion processes for Clinical and Clinical Emeriti Faculty, including soliciting, reviewing and preparing documents, submitting completed packages, and entering and maintaining related information into the relevant administrative systems.\n\nCoordinates the Clinical Appointments, Reappointments, and Promotion committee meetings.\n\nCoordinates the appointment, reappointment, and termination of Clinical Fellows and Associate Members.\n\nAssists with recruitment activities for staff appointments.\n\nTracks and processes salary increases for staff (e.g. probation, mid-point progression, and merit)\n\nEnsures sufficient funding to support appointments and verifies salary entitlement and benefits eligibility.\n\nProvides general information and advice on human resources referring complex queries to the HR Coordinator.\n\nCoordinates onboarding and offboarding activities for staff, students, and faculty.\n\nMaintains employee attendance records, ensures entitlements and balances are kept up-to-date and are accurate.\n\nMonitors term end dates for all staff and faculty and ensures individuals are reappointed or terminated as required.\n\nMonitors work permits and study permits for staff, students, and faculty.\n\nMaintains appropriate lists to track completion of training and performance reviews and collects documentation for personnel files.\n\nSupports departmental information and records management, and is responsible for maintaining HR electronic filing systems\n\nEnsures personnel data within all administrative systems is accurate and kept up-to-date.\n\nCoordinates the hourly submission process, which includes semi-monthly communication with hourly staff.\n\nMaintains the departments contact and mailing lists.\n\nRuns reports, compiles statistical information and creates complex spreadsheets on an as needed basis.\n\nAssists with the development and implementation of policies and procedures to support increased efficiency and effectiveness of HR processes and operations within the department.\n\nSupports the integrity, confidentiality and security of employee personnel records.\n\nMaintains current knowledge of UBC and FoM policies, processes and procedures, and employee agreements and handbooks.\n\nCoordinates and/or provides support to special projects and initiatives that enhance HR practices, as required.\n\nPerforms other duties as required.\n\nConsequence of Error/Judgement\nThe HR Assistant is responsible for a variety of functions where a high degree of accuracy, confidentiality, tact, and sound judgement is critical. Errors could result in a number of consequences including faculty and staff not being paid appropriately or in a timely fashion, financial loss, and inaccurate records from which decisions are made. These may significantly impact the reputation of the department and could result in inappropriate policy, HR and financial decisions.\nSupervision Received\nThis position works independently under the direction of the Administrative Manager and HR Coordinator.\nSupervision Given\nNone.\nMinimum Qualifications\nHigh School graduation, plus two year post secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.\n- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own\n- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion\nPreferred Qualifications\nEducation: University degree in business administration, human resources, or a relevant discipline preferred. Designation or working towards Certified Human Resources Professional CPHR is an asset.\nExperience: Professional experience and/or training in human resources is preferred. Computer experience and competency with Microsoft Office suite specifically Word, Excel, Outlook is required. Demonstrated commitment to ongoing professional development is preferred.\nKnowledge, Skills, & Abilities:\nStrong ability to communicate effectively verbally and in writing.\n\nAbility to be thorough, accurate, and have a high level of attention to detail.\n\nAbility to work independently and demonstrate a high level of initiative and self-directedness.\n\nAbility to assess situations and escalate decisions that fall outside the scope of established policy.\n\nAbility to prioritize and work effectively under pressure to meet deadlines.\n\nAbility to anticipate problems and issues and plan ahead.\n\nAbility to understand and apply policies, procedures, and instructions.\n\nAbility to make thoughtful, informed, and thorough decisions.\n\nAbility to develop and maintain cooperative and productive working relationships.\n\nAbility to exercise tact and discretion when dealing with sensitive and/or confidential matters.","description_format":"text","description_chars":7527,"description_truncated":false,"requirements":{"experience_years_min":4,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"phd","optional":false},"security_clearance":false,"languages":[]},"benefits":["Equity","Professional development"],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Education","Higher Education"],"lifecycle":[{"event":"open","at":"2026-09-23T21:46:51Z"}],"liveness":{"score":90,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.903,"p_room":1,"age_days":0,"expected_fill_days":11,"reasons":["conf:2","velocity","win:early","comp:brand"],"computed_at":"2026-09-24T05:45:00Z"},"pay":{"stated_usd_annual":41280,"is_top_pay":false},"html_url":"https://alion.io/job/university-of-british-columbia-hr-assistant","json_url":"https://alion.io/job/university-of-british-columbia-hr-assistant.json","meta":{"generated_at":"2026-09-24T08:50:20Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers"}}