HR Coordinator

Job Title

HR Coordinator

Job Category

M&P - AAPS

Job Family Group

Staff - Non Union

Department

Human Resources Support | Dean's Office | Faculty of Applied Science (Sarah De Vita)

Job End Date

Ongoing

Posting End Date

November 25, 2026

Note: Applications will be accepted until 11:59 PM on the Posting 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 Faculty of Applied Science (APSC) at the University of British Columbia (UBC) is a multidisciplinary faculty comprising of six departments, five schools, including one jointly established with the Faculty of Medicine, five research centres, and four multidisciplinary programs. Home to a diverse range of research areas and professional programs, including engineering, nursing, architecture, and planning, APSC is dedicated to shaping the leaders and professions that shape the world. Our core purpose is to discover, design, innovate, and provide top-tier education while championing a community of responsible professionals committed to advancing thriving, sustainable, and healthy communities.

The APSC Shared Services Centre (SSC) is a centralized unit that offers three areas of services: Student Academic Advising, Finance, and Human Resources & Faculty Affairs (HRFA). The SSC-HRFA provides strategic and operational human resources and faculty affairs support across the Faculty. Guided by principles of partnership, service excellence, equity, and respectful engagement, the team delivers clear, consistent, and solutions-focused support to faculty, staff, and leaders. Through a combination of expertise, collaboration, and data-informed decision-making, the team supports all aspects of the staff and faculty lifecycle while fostering an inclusive, high-performing, and service-oriented culture that enables the Faculty's people and programs to thrive.

The HR Coordinator supports the delivery of human resources services across the Faculty, with a primary focus on the Dean’s Office, research centres, and SSC. The role provides advice and guidance on a broad range of HR matters, including collective agreements, employee handbooks and agreements, recruitment, salary administration, job classification, and employee lifecycle processes.

This role also plays a lead role in coordinating staff recruitment activities across the Faculty, including departments and schools, working closely with HR Managers and hiring managers to support effective and equitable hiring practices. This includes advising on recruitment processes and best practices, preparing job descriptions and recruitment materials, coordinating candidate assessment and interview activities, supporting candidate selection processes. As part of the SSC-HRFA team, the HR Coordinator facilitates a range of workforce and organizational initiatives, maintains accurate HR records, and contributes to the consistent and client-focused delivery of HR services across the Faculty.

Organizational Status

This role has a dual report to the Senior Manager, Faculty Affairs regarding faculty matters and Senior Manager, HR regarding staff and student employees. This position partners with staff and faculty leadership across the Dean’s Office, research centres, and SSC and works collaboratively and develops partnerships with colleagues of the APSC Shared Service Centre Finance Team, Payroll, Central Human Resources and other UBC departments as necessary.

Work Performed

Faculty and Staff HR Administration

• Provides first-level HR advice and guidance to managers and employees within the Dean’s Office, research centers, and Shared Service Centre on the interpretation and application of collective agreements, employment contracts, University policies, procedures, and HR practices. Refers matters which are more than moderately complex to the HR Managers and/or Senior HR Managers as appropriate.

• Advises employee lifecycle matters including appointments, reappointments, salary administration, leave management, workforce changes, and employment processes for both unionized and non-unionized employee groups.

• Coordinates faculty appointment processes within the Dean’s Office, including recruitment, appointment, reappointment and termination.

• Subject matter expert on Workday HR processes and reports; conducts Faculty wide analysis and provides reports and interpretation to units and HR team members as required. This includes, FTE and staffing and faculty reports, , overpayments, vacation liability, etc.

• Responsible for managing the administration of the Dean’s Staff Awards program, including annual timelines, nomination processes, eligibility reviews, adjudication support, preparation of committee materials, communications, award records management, and continuous review of award-related processes and resources.

• Supports HR projects and initiatives, including the development and implementation of HR procedures, process documentation, training resources, and website content contributing to continuous improvement and service excellence.

• Provides cross-coverage support and backup coverage across the SSC HRFA team, ensuring service continuity and effective delivery of Faculty-wide HR services.

• Performs other duties as required.

Staff Recruitment

• Serves as the primary coordinator for staff recruitment activities across the Faculty’s departments, schools, and administrative units, partnering with HR Managers and hiring managers to deliver efficient and equitable recruitment processes.

• Advises hiring managers on recruitment best practices, applicable collective and employee agreement provisions, hiring policies, and University recruitment procedures for a variety of employe groups.

• Supports the development of recruitment strategies, posting requirements, and candidate evaluation processes to ensure objective and inclusive hiring practices.

• Coordinates and facilitates recruitment activities including job postings, candidate screening, developing interview guides and questions, assessment processes, and communications with candidates. May participate in selection committees and provide guidance on hiring decisions as required.

• Coordinates documentation and approvals related to employment offers and appointments, ensuring accurate and timely processing of hiring transactions.

Shared Service Centre – Human Resources & Faculty Affairs

• Monitors client satisfaction and service delivery effectiveness by proactively seeking feedback, identifying opportunities for improvement, and working collaboratively with SSC HRFA team members to implement enhancements in consultation with senior HRFA staff.

• Evaluates the effectiveness and efficiency of HRFA operations and internal processes. Collaborates with the SSC HRFA team to develop, implement, and continuously improve policies, procedures, standards, and service delivery practices that enhance operational effectiveness and client service.

• Develops and maintains schedules for cyclical HRFA activities, oversees workflow management, and coordinates resource planning to support operational demands. Partners with SSC HRFA managers to ensure appropriate staffing and coverage during peak periods, establishes work priorities, adjusts resources to address emerging needs, and coordinates cross-functional team support and ticket triaging. Oversees the preparation and distribution of regular reports to client units and monitors timely completion of required follow-up actions.

• Serves as a subject matter expert on ServiceNow ticketing processes, providing guidance to ensure accurate and timely service delivery. Investigates and resolves transaction issues, analyzes trends and recurring challenges, and develops process improvements to address systemic issues. Collaborates with ISC and UBC IT teams on system enhancements and issue resolution. Oversees Workday HR security administration and ServiceNow role provisioning for the Faculty, ensuring appropriate access controls and compliance with established policies and procedures.

• Manages the APSC intranet and SSC Knowledge Hub, coordinating with content owners to maintain accurate, current, and accessible information. Develops and enhances resources, tools, guides, and other knowledge-management materials that support efficient HRFA service delivery and operational consistency.

• Supports SSC HRFA senior staff in the planning and coordination of team-building activities, employee engagement and recognition initiatives, and professional development programs. Researches and recommends learning and development opportunities that support employee growth and organizational effectiveness. Coordinates the delivery of training programs, workshops, and related learning activities, including logistics, communications, registrations, and evaluation.

Consequence of Error/Judgement

Inappropriate advice or inaccurate information provided to client 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, 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.

Supervision Received

Works under the general supervision of the Senior Manager, Faculty Affairs and Senior Manager, HR.

Supervision Given

Provides direction to Snr HR Assistants and HR Assistants as needed. May directly manage CUPE staff

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 preferably in a complex, unionized environment.

• Thorough knowledge of current human resources management practices.

• Knowledge of provincial and federal legislation governing employers' human resources practices.

• Knowledge and experience with a coaching model to influence and advise client units.

• Working knowledge of Workday is an asset.

• Demonstrated ability to maintain accuracy and attention to detail.

• Effective oral and written communication skills.

• Proven ability to work in a team and collaborate with others.

• Ability to establish and maintain supportive working relationships with client departments, union and association representatives.

• Demonstrated ability to exercise tact, discretion, and judgment required.

• Proven ability to be flexible, confident and self-motivated. Ability to prioritize multiple tasks and work effectively under pressure to meet deadlines.