Salary Range: $58,494-$76,773/year. The starting salary for this position would be determined with consideration of the successful candidate’s relevant education and experience, and would be in alignment with the provincial compensation reference plan. Salary will be prorated accordingly for part time roles.

Job Summary:

In accordance with the Mission, Vision and Values, and strategic directions of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

The Associate, Compensation and Organizational Design provides administrative and technical support to the teams within Compensation and Organizational Design of human resources. The Associate is responsible for providing intake, tracking, triaging, and assigning of incoming team work requests including new job classifications, revised job descriptions, non-contract compensation and salary administration, and bargaining unit grievances. Responds to questions from operational and corporate leaders, HR and HR related colleagues, employees, health authority colleagues, and local and provincial union representatives; seeks clarity on requests, follows-up on incomplete or incorrect paperwork, and escalates items to the Manger or Director as needed; and provides guidance on process and directs clients to team or HR resources. Generates regular reports and produces team metrics; creates spreadsheets and organizational charts; drafts and distributes leader, union and employee correspondence as directed; and performs research, compiles data and provides findings. The Associate processes job description and evaluation files, classification grievances and related documentation and forms; maintains and audits job code/description information, and ensures the integrity of system data; and drafts, documents, and provides input into and assists with the implementation of new or revised administrative processes. Maintains team organizational and team intranet pages, uploads and revises content and links; maintains an electronic and/or SharePoint storage system. Liaises with leaders and employees regarding information requests and services provided, internal departments such as Records and Benefits and payroll, and external representatives of the union, other Health Authorities and the Health Employer’s Association of BC. Sets up and adjusts team meetings, produces agendas and follows up on action items, produces a variety of detailed documents, and contributes to team or participates in HR projects.

Duties/Accountabilities:

• Functions as the first point of contact for all requests and inquiries to the team, responds to the team’s email mailbox, ensures all required information is received for new and revised work requests, follows up on incomplete forms and submissions, and guides leaders to resources, tools and templates. Acknowledges, tracks, and assigns requests out to team members, forwards and distributes information to the appropriate recipient or team for response, answers routine questions, seeks clarity from client when request is unclear or seeks assistance from team members as needed, and escalates urgent inquiries to the Director or Manager as appropriate.
• Generates, maintains and validates regular team reports (weekly, monthly and quarterly reports) including those regarding pay period and employee information, team statistics and metrics, and newly created no-contract jobs. Distributes information internally with the team and to HR leaders and colleagues, and others externally like to union representatives. Prepares and submits data to other teams to enter. Audits and corrects system information to ensure data integrity, provides assistance in the development and enhancement of related systems, and drafts and recommends process/procedures to ensure accuracy and the protection of data.
• Creates, maintains and updates various information and data like job, classification, compensation, organizational and related information. This includes setting up and revising job codes, assigning job numbers and other coding; entering pay grades, job descriptions and other information into HR system; and checks own work for errors and seeks clarification/direction when needed. Sets up and maintains manual/electronic filing systems.
• Produces a variety of documents including emails correspondence, agendas, letters, templates, and process information by utilizing word processing, spreadsheet, presentation and flowchart/diagram software; preparing meeting materials and agendas, drafting and revising procedure and process documents; using templates, prepared email scripts and previously provided wording/direction; and pre-identifying inconsistencies and suggesting changes and developing new and/or revised forms. Maintains team intranet web pages and SharePoint site, drafts information for approval, uploads content and job descriptions, and utilizes provided information/documents. Sends out correspondence such as employee and union and other third party letters as directed.
• Communicates with a variety of sources in a professional, balanced and customer-focused manner including liaising with leaders and employees on classification requests, providing information and updates on status of requests, and investigating issues and referring to other team members as appropriate. Liaises externally with local and provincial union representatives and HEABC under the direction of another team member, and with HR staff from other health authorities. Collaborates with internal departments such as Records & Benefits, Payroll, Business Applications and timekeeping as required.
• Supports team members with implementing classification and compensation changes such as general wage increases, reclassifications, and grievance settlements by making adjustments to applicable tables within PeopleSoft; compiling data and preparing documentation in collaboration with key stakeholders; and requesting changes to employee records, positions and key tables.
• Participates in special projects and supports the team by gathering and collating information, conducting/completing research and salary survey’s as directed, contacting, and contributing to business process improvement activities by as analyzing processes and making recommendations for improvements, and participating in the implementation of changes.
• Provides various administrative and technical support to the team based on time availability and team needs. Requests or revises access to various systems and the facility for new or leaving employees and temporary staff or contractors. Schedules and adjusts re-occurring and ad-hoc team meetings. Maintains teams email box and calendar, checks sites mail. Arranges meetings, books meeting rooms, prepares and circulates agendas and supporting material, and takes minutes upon request. Orders and receives supplies as requested.
  
  

Qualifications:

• A level of education, training and experience equivalent to a recognized diploma in Human Resources Management plus a minimum of two (2) years of recent related experience in a large and complex organization.
• Experience working in a unionized environment or utilizing PeopleSoft HCM is an asset.
• Possesses technical competency and systems thinking.
• Demonstrated ability to use related equipment including various computer applications such as spreadsheet, database and word processing software plus a human resource information system (HRIS)/Human Capital Management (HCM) system.
• Demonstrated ability to create team metrics/statistical reports and to triage, log and assign work requests.
• Effective time management and organizational skills to prioritize, multi-task, and complete assignments and schedule activities in a manner that optimizes departmental effectiveness and maintains customer relations.
• Ability to utilize investigative and analytical skills to research and analyze technical information.
• Exhibits thoroughness, accuracy, and attention to detail when maintaining, monitoring, and summarizing data, records, and other information.
• Demonstrated ability to work independently and take self-initiative balanced with the ability to ascertain when to check with another member of the team.
• Ability to follow non-contract and collective agreement language plus HR policies, procedures and guidelines, within established frameworks/processes.
• Ability to listen, seek answers, ascertain the needs of clients, and respond accordingly in a timely and efficient manner.
• Excellent interpersonal skills including a pleasant and professional attitude.
• Effectively utilizes both verbal and written communication skills when providing advice/information or seeking/acquiring information.
• Ability to work well with frequent interruptions.