Job Category

Job Profile

Job Title

Department

Compensation Range

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

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

Job End Date

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

The Office and Administrative Coordinator is responsible for the day-to-day office operations and executive administrative support for UBC's Central Human Resources unit. The position is responsible for developing, implementing and evaluating the complex administrative operational processes, systems, and procedures for the unit.

In particular, this position will coordinate and oversee core administrative activities of the unit related to project planning, procurement, onboarding and off-boarding of Central HR employees, events, facilities, space management and information systems.

The Office and Administrative Coordinator reports to, and works in collaboration with, the Executive Assistant to the Vice President, Human Resources in effectively administrating the unit’s needs.

This position will work closely with the Vice-President, Human Resources, the Associate Vice-President, Human Resources, and Executive Assistant to ensure the smooth running of the central HR portfolio while also liaising with senior stakeholders both within Central Human Resources, and across UBC

Organizational Status
 

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

Work Performed

• Independently manages complex administrative operations for central HR including identifying areas for improvement, gathering/researching information, problem solving, making recommendations and liaising with key stakeholders both within the unit, and across the university in order to meet the overall needs of the unit.

• Develops plans, implements and evaluates projects, processes and procedures, systems, and initiatives in support of central HR, and to improve cross-functional systems of the unit.

• Responsible for project budgets and making financial decisions as it relates to project budgets - within delegated authority. Works within budget guidelines and authority and ensures unit processes and procedures, as well as University policies, are adhered to.

• Anticipates the administrative and operational needs of the unit; partners with senior leadership and employees within the unit to ensure appropriate resources, guidelines, committees or protocols are in place to support.

• Oversees a smooth and positive onboarding experience for new employees joining the central HR unit including guiding hiring managers on current onboarding processes as well as reviewing, recommending and implementing areas for improvement. Develops, and periodically reviews, a comprehensive onboarding process and documents to ensure hiring managers have all the tools and resources to efficiently and effectively onboard and offboard employees in central HR.

• Responsible for central HR space and facilities including advising on planning and negotiating space for the unit. Manages office moves, repairs, renovations and office furnishings. Implements systems and procedures for office equipment inventory, records management, building maintenance and service contracts. Researches, drafts and makes recommendations regarding agreements, leases or purchases (office equipment, furniture etc.). Makes recommendations to the Executive Assistant regarding space management.

• Partners with UBC Ceremonies and Events, and staff across other units and departments including the President’s Office, to coordinate and execute collaborative events including UBC’s long service recognition events, the UBC Welcome Back Staff & Faculty 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; reviews applications to ensure criteria is met; pulls together application packages; and provides administrative and operational support to the PSA/PSAE committee.

• Leads the planning and execution of impactful HR Townhall events; collaborates closely with central HR departments and leadership to develop compelling agendas, and ensures seamless event delivery. Oversees all aspects of the event process—driving engagement, aligning content with strategic goals, and creating a positive, informative experience for employees across central HR.

• Responsible for developing and maintaining processes to ensure accurate records of all central HR wide organizational charts, distribution lists, floor plans, and other high level documents.

• Implements systems and processes for ordering and tracking office-wide purchases; ensures appropriate approvals and finance guidelines are adhered to. Oversees the management of subscriptions and memberships for office-wide services and products.

• Liaises with, and provides guidance to other central HR administrative staff and senior leadership on HR financial activities and unit processes ensuring that both University and central HR processes and policies are followed.

• Oversees HR networking and telecommunications services including needs assessments within the units, billing, troubleshooting, installation, purchase, contracts and data lines.

• Works in partnership with the Operational Excellence team and UBC IT for computer and related equipment needs assessments (ad hoc and annual IT refresh project), as well as perform purchasing, delivery and asset disposal

• Provides back-up support to the Office of the Vice-President, Human Resources administrative team, including supporting the EA to the Vice-President as and when required.

• Leads and oversees other special administrative projects and initiatives as required.

• 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 Executive Assistant, Vice-President, Human Resources, this position represents the HR senior 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 unit or 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 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, Vice-President, Human Resources.

Supervision Given

May supervise or oversee the work of student employees; provides guidance and may oversee the work of the Administrative Assistant.

Minimum Qualifications

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

• 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.

Preferred Qualifications

Undergraduate degree in business administration or a relevant discipline preferred.

Proven administrative experience in a large and complex organization working alongside senior leadership.

Experience in managing projects that involve a variety of stakeholders.

Ability to synthesize information, develop options or identify solutions and make recommendations to senior leadership.

Knowledge of University policies, procedures, financial and human resource systems is an asset.

Knowledge of standard 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.

Ability to maintain accuracy and attention to detail.

Ability to exercise judgment, discretion and diplomacy.