Staff Positions

Human Resources Assistant

Applications must be submitted online at in order to be considered. Please search for job requisiton number JR10535 on the UBC Staff Careers website to see the full posting and application details.

Job Summary

The Department of Electrical and Computer Engineering (ECE) is one of the largest academic units at the University of British Columbia Vancouver campus, with over 1,100 undergraduate and 400 graduate students enrolled in its degree programs. The department is also engaged in a range of research activities, with over 50 research-track faculty members actively involved in their respective scholarly communities.The Human Resources (HR) Assistant is responsible for handling human resources transactions in a large, research-intensive department. In addition, this individual provides front-line reception and administrative support to the ECE administration services office.

Work Performed

Human resources:

  • Processes appointments and reappointments, transfers and severances, and changes to existing positions (e.g., account changes, pay rate changes, data changes).
  • Assists with hourly payroll processes (e.g., communicates with supervisors of hourly staff, enters hours into Workday, ensures accurate handling of overtime and statutory holiday pay).
  • Submits appropriate forms to invite international visitors to our department.
  • Maintains up-to-date knowledge of applicable HR regulations, collective agreements, university policies and procedures.
  • Monitors Workday to ensure accuracy of data entry; independently troubleshoots errors; elevates unusual issues to the appropriate staff member.
  • Provides routine HR and finance information to faculty, staff and students (e.g., regarding submission instructions, status of paperwork received, processing times, relevant Workday processes).
  • Runs HR reports on a monthly (or as-needed) basis, identifies action items and independently initiates follow up as needed.
  • Maintains electronic HR records.
  • Regularly reviews HR-related pages on the departmental website; informs the communications and marketing team in a timely manner if updates are needed.
  • Assists the HR team with scheduling interviews and preparing for faculty recruiting events.

Administrative support:

  • Serves as a front-line receptionist for the ECE administrative services office; responds to general inquiries over phone, e-mail and in person; politely greets and assists visitors.
  • Distributes campus mail to faculty and staff.
  • Processes room booking and building access requests.
  • Arranges meetings and catering; transcribes and distributes meeting minutes.
  • Uses a web-based ticket tracking system to manage work requests.
  • Provides back-up support to other team members, as needed/upon request by a manager.
  • Performs other tasks consistent with classification as needed.

Minimum Qualifications

High school graduation, plus one year of related post-secondary education, plus three years of related experience, or an equivalent combination of education and experience.

Please see for a full list of qualifications, as well as more information about the job and how to apply.