BCB Family GmbH is hiring a VPHR Project and Administrative Coordinator

M&T Bank is hiring a VPHR Project and Administrative Coordinator to ensure the smooth day-to-day operations of the Vice President, Human Resources (VPHR) unit. This role is pivotal in developing and evaluating administrative processes while leading key projects and initiatives that support the central HR function.

What You'll Do

• Independently manage complex administrative operations for the Vice President, Human Resources unit, including identifying areas for improvement, problem-solving, and liaising with key stakeholders.
• Develop, implement, and evaluate projects, processes, procedures, systems, and initiatives in support of the Office of the VPHR.
• Manage project budgets and make financial decisions within delegated authority, ensuring adherence to budget guidelines and University policies.
• Oversee a smooth onboarding experience for new employees in the central HR unit, including developing and reviewing comprehensive onboarding processes.
• Manage central HR space and facilities, including advising on planning, managing office moves and renovations, and implementing systems for equipment inventory and records management.
• Partner with UBC Ceremonies and Events and other departments to coordinate and execute collaborative events such as long service recognition and the Welcome Back BBQ.
• Manage the administrative operations of the President’s Service Awards, including reviewing applications and supporting the PSA committee.
• Lead the planning and execution of impactful HR Townhall events, collaborating with central HR departments and leadership.
• Develop and maintain processes for accurate records of central HR organizational charts, distribution lists, and floor plans.
• Implement systems and processes for ordering and tracking office-wide purchases, subscriptions, and memberships.
• Prepare financial transactions, purchase orders, and expense reports for the VPHR unit, providing guidance on HR financial activities.
• Oversee HR networking and telecommunications services, including needs assessments, billing, and contracts.
• Work in partnership with VPHR’s Operational Excellence team and UBC IT for computer and equipment needs assessments, purchasing, and asset disposal.
• Provide back-up support to the VPHR administrative team, including supporting the Executive Assistant as required.
• Lead and oversee other special administrative projects as required.
• May train, oversee, and direct the work of temporary employees and students.

What We're Looking For

• 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.

Nice to Have

• Undergraduate degree in business administration or a relevant discipline.
• Proven administrative experience in a large and complex organization working alongside senior leadership.
• Experience in managing projects that involve a variety of stakeholders.
• Knowledge of University policies, procedures, financial and human resource systems.
• Knowledge of standard office software applications.
• Proven ability to supervise, take initiative and problem solve.
• Effective team building, organizational, planning and analytical skills.
• Ability to exercise leadership.
• Proficient in the use of English grammar, spelling and punctuation and professional terminology.
• Ability to effectively facilitate groups to achieve appropriate outcome.
• Proven ability to communicate with confidence professionally and tactfully, both orally and in writing.
• Ability to work independently and cooperatively both within the UBC community and with external stakeholders.
• Demonstrated ability and experience to work effectively with representatives from both the public and private sectors.
• Ability to maintain accuracy and attention to detail.
• Ability to exercise judgment, discretion and diplomacy.

Team & Environment

Reports to the Executive Assistant to the Vice-President, Human Resources. Works closely with the Vice President, Human Resources, the Associate Vice President, Human Resources, and the Executive Assistant.

Benefits & Compensation

• Salary: $5,791.00 - $8,323.42 CAD Monthly

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.