Human Resources Coordinator

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Human Resources, Level A

Job Title

Human Resources Coordinator

Department

Human Resources Operations | President's Office, VPA, VPRI | Central Human Resources

Compensation Range

$5,526.42 - $7,941.25 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

July 16, 2026

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

Job End Date

Ongoing

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

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 Human Resources (HR) Coordinator provides general support and advice on a wide range of human resources management issues for the VP Academic & Provost, VP Research and Innovation, and the Governance portfolio. The main functions of the role include full-cycle recruitment activities, coordination of student hiring processes across the portfolio, job description classification, salary administration, advice and support in the areas of human resources policies and procedures, efficient and accurate use of the Workday system, support for HR-adjacent technology tools and automation, and support for various special projects across the portfolio. The HR Coordinator will also provide general advice in regard to the interpretation of collective agreements and other agreements and handbooks governing conditions of employment. In addition, this role supports office administration functions for the HR team.

This role works closely with HR Specialists and HR Assistants within the team and supports the broader HR team as needed.

Organizational Status
Reports to the HR Business Partner and works closely with the HR team. Works collaboratively with other members of the VPA, VPRI and Governance HR team and with various departments within UBC, including but not limited to: Central Human Resources (Advisory Services and Employee Relations, Compensation, Return to Work, Benefits, Hiring Solutions), Pensions, and Payroll.

Work Performed

HR Advisory & Support

• Coordinates and oversees the student hiring process across the portfolio, serving as the primary point of coordination between client departments, HR Assistants, and other stakeholders. Identifies process gaps, recommends improvements, and implements streamlined workflows to ensure student hiring is completed accurately, consistently, and in a timely manner. Provides functional direction to HR Assistants carrying out transactional and data entry work related to student hiring and is responsible for the integrity and smooth functioning of the end-to-end process.
• Coordinates the recruiting processes for student and staff roles, including working with hiring managers to draft and revise job descriptions, and provide guidance on posting employment opportunities, shortlisting applicants, providing guidance on behavioural interviewing processes, reference checks. Ensures that requirements of the collective agreements are met, recruiting processes are followed and that applicants are treated in accordance with University human rights and equity policies.
• Responsible for benchmarking and classification process. Ensures current job descriptions for all positions are classified at the appropriate levels. Consults with HR Compensation where appropriate.
• Advises client departments on salary administration for all staff groups, union and non-union, including authorization of salary increases up to the midpoint. Actively monitors and identifies gaps in salary administration. Coordinates with managers to ensure employees are receiving salary increases and progressions in accordance with collective agreements.
• Provide advice on and makes recommendations on all documents associated with the entire employee life cycle. This includes, but is not limited to, employment offers, employment verifications, salary adjustments, leaves, promotions, layoffs, resignations, retirements, and transfers. Ensure all documentation adheres to applicable employment agreements, policies, and legal regulation
• Interpret employee records and Collective Agreements to provides guidance on leave management activities including vacation, sick, maternity, parental, medical, unpaid leaves as well as reduced appointment and secondments. May liaise with Workplace Health Services on maternity/parental leave as requested on an ad hoc basis;
• Provides information and general advice regarding University policies, procedures and practices, and the interpretation of collective agreements, other agreements and handbooks governing conditions of employment. Refers matters which are more than moderately complex to the HR Senior Specialists and/or HR Managers as appropriate.
• Assists with the review of Human Resources training programs and other special projects as required, coordinates the implementation including creating internal process manuals as well as developing HR content on the Department’s website.
• Actively tracks and reviews the various staff and administrative faculty appointments across the portfolio. Monitors duration of various appointments to ensure any applicable requirements of collective agreements are met and contracts are extended as needed.
• Supports the processing of Senior Appointments in Workday, ensuring accurate and timely completion of transactional requirements in accordance with applicable policies and procedures.

Office Administration & Operations

• Manages office administration for the HR team, including any space-related matters.
• Responsible for administering the onboarding of new members to the HR team.
• Requests HR security roles within Workday for the overall HR team.

Systems, Technology & Project Support

• Serves as a subject matter expert for HR business process transactions in Workday. Provides advice to management and staff on Workday processes, reporting, and resources. Provides system training as required. Ensures employee data integrity and timely submission and approval of transactions. Provides ongoing feedback to technical support.
• Identifies, recommends, and supports the implementation of HR-adjacent technology tools and automation solutions to improve the efficiency and effectiveness of HR operations. Acts as a subject matter expert for relevant tools and platforms, developing resources such as forms, workflows, and automated processes as needed.
• Participates in special projects and HR initiatives as required, providing coordination and analytical support to advance team and portfolio objectives.
• Supports HR Specialists and HR Assistants within the portfolio during peak periods and acts as backup for vacation coverage.
• Performs other related duties.

Consequence of Error/Judgement
Inappropriate advice or inaccurate information provided to clients may result in the filing of grievances, arbitration processes, or the initiation of litigation. Any of these outcomes may have significant financial consequences for client departments and may have a negative impact on the University's relationship with unions and associations, and/or may contribute to an unfavorable public image of the University. Failure to deliver services to departments in a timely manner may result in a disruption of client department operations.

Errors in judgement or the provision of poor-quality advice may also damage working relationships with client managers and departments, eroding the trust that is essential for effective HR partnership. Without this trust, managers are less likely to engage with HR proactively, undermining the ability of the HR team to provide timely, preventative support and to contribute to a positive and healthy working environment for all staff.

Supervision Received
Works under the general supervision of the HR Business Partner and in accordance with established principles and methods. Collaborates with other members of the HR team as needed. Works closely with departmental management teams and guidance may be provided from the Compensation, Faculty Relations and Employee Relations teams.

Supervision Given
Provides functional direction to HR Assistants in the coordination and execution of student hiring processes across the portfolio.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two to three 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

• Human resources experience in a complex, unionized environment, with thorough knowledge of current HR management practices and applicable provincial and federal employment legislation.
• Experience interpreting and applying collective agreements, including CUPE 2950 and AAPS, or comparable agreements in a post-secondary or public sector environment.
• Experience coordinating or administering student, contingent, or high-volume hiring programs, including end-to-end process management.
• Experience supporting senior appointment processing or other complex transactional HR workflows.
• Working knowledge of Workday, including HR business processes, reporting, and system administration; ability to support and train others on system use.
• Experience with HR-adjacent technology tools, digital form development, process automation, or workflow design (e.g. Qualtrics or similar platforms).
• Knowledge and experience with a coaching or advisory model to influence and support client units without direct authority.
• Experience supporting or coordinating HR projects or initiatives, including contributing to process improvement and implementation.
• High attention to detail and accuracy, with the ability to manage multiple priorities and meet deadlines under pressure.
• Effective oral and written communication skills, with the ability to present information clearly to a range of audiences.
• Commitment to equity, diversity and inclusion, including the ability to reflect critically upon one’s own assumptions and biases and to recognize and address barriers to inclusion in the workplace.
• Proven ability to exercise tact, discretion, and sound judgment when handling sensitive or confidential matters.
• Ability to establish and maintain collaborative working relationships with client departments, union and association representatives, and HR colleagues.
• Ability to travel to on- and off-site unit locations.