Employee Relations Coordinator and Executive Assistant to the AVP

The Employee Relations Coordinator and Executive Assistant to the AVP manages day-to-day operations and projects related to confidential staff grievances and collective bargaining and supports the Employee Relations Team and the Associate Vice-President, Human Resources (Labour Relations and HR Policy).

Organizational Status
Reports to the Director, Employee and Labour Relations.

Work Performed

• Employee Relations Coordinator
  • Prepares a variety of sensitive and confidential materials including correspondence, reports, documents relating to the administration of the collective agreements and other agreements, and handbooks governing conditions of employment.
  • Manages all administrative functions within Employee Relations, including problem-solving, project planning and management, and development and execution of identified goals, priorities and objectives.
  • Develops project ideas, recommends project priorities, and leads stakeholder discussions.
  • Conducts needs assessments and determines requirements for all stakeholders in order to establish or improve systems, both procedural and electronic.
  • Provides financial and costing analysis for Employee Relations, including creating reports for bargaining and other projects or processes.
  • Manages records for the Employee Relations team including LRB decisions, arbitration decisions, union settlements, legal opinions, collective bargaining notes and official agreements.
  • Creates databases for purposes such as grievance tracking, termination tracking, union leave tracking, and legal fees tracking.
  • Conducts analyses of material to provide year-over-year comparisons and identification of significant issues.
  • Effectively leverages Workday as the employee file of record for UBC, and the use of case management systems in order to produce regular and ad hoc reports.
  • Performs analysis of complex data, making recommendations on reports for a variety of purposes.
  • Exercises initiative and appropriate judgement and discretion when considering requests for reports for other units or third parties.
  • Receives requests from Office of the University Counsel in regards to requests under the Freedom of Information and Protection of Privacy Act (FIPPA). Determines the appropriateness of documents and produces and sends employee records according to the request within identified deadlines.
  • Manages all administrative processes related to collective bargaining and creating documentation for the collective bargaining process.
  • Works closely with the Employee Relations team to ensure compliance with government processes and obligations to the Board of Governors.
  • Provides backup for Human Resources administration team and the HR Service Centre and performs other related duties as required.
• Executive Assistant to the AVP
  • Manages the AVP’s calendar determining urgency and importance within a number of complex restraints.
  • Writes or initiates draft confidential communications on behalf of the AVP.
  • Assists in preparing and coordinates reporting to the Board of Governors and UBC Executive on behalf of the AVP, and ensures deadlines are met.
  • Researches, drafts, edits, proofreads, and formats reports as required with strong attention to detail, and develops presentations.
  • Provides recurring and ad hoc reporting based on available data across the AVP portfolio.
  • Builds relationships with other administrators and executive assistants in the University.
  • Provides coverage and mentorship to the other assistants of the VPHR Administration team as required.

Consequence of Error / Judgement
Failure to maintain confidentiality or to exercise appropriate discretion may compromise sensitive employee relations initiatives, or negatively affect the University’s relationship with union representatives. Inaccuracies in prepared materials may cause delays in grievance or layoff/recall procedures. Incorrect information provided in response to enquiries may jeopardize grievance or layoff/recall processes or cause embarrassment to the Human Resources Department.

Supervision Received
Works under limited supervision. Work is assigned by Executive Director, Employee and Labour Relations and Employee Relations Managers and Advisors. Performs most duties independently, but refers unfamiliar or complex problems to the Executive Director or to the appropriate Employee Relations team member.

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
Knowledge of labour relations practices and procedures and collective agreements an asset. Strong working knowledge of word processing (MSWord), spreadsheets (Excel), databases and other applications (e-mail, HRMS FMIS & Microsoft Outlook). Excellent organizational skills. Excellent oral and written communication skills. Ability to write correspondence and format various reports. Ability to establish and maintain effective working relationships with client departments and union representatives. Ability to work in a team and to collaborate with others. Ability to deal with issues requiring sensitivity. Ability to exercise tact and discretion. Ability to work under pressure and to meet deadlines.

Additional Information
The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world. Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together?

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority. If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at workplace.accessibility@ubc.ca.