JOB FACT SHEET
A Job Fact Sheet provides information on the added value of a
position to the University of Alberta. A well-written Job Fact
Sheet is an excellent tool of communication between
supervisors and employees and provides a means for fair and
equitable job evaluation.
For assistance with this form or the evaluation process, please
contact your Job and Organizational Design Consultant or
[email protected]
Completed Job Fact Sheets can be forwarded in PDF format
to [email protected]
POSITION INFORMATION
Position Number: 14984
Faculty/Department: Faculty of Arts, Human Resouce Unit
Department ID: Click here to enter text.
Unit/Centre/Institute Name: Click here to enter text.
Working Title: Human Resources Advisor
Incumbent’s Name (if applicable): Click here to enter text.
Incumbent’s Email Address: Click here to enter text.
Incumbent’s Campus Address: Click here to enter text.
Name of Supervisor: Click here to enter text.
Title of Supervisor: Click here to enter text.
Supervisor’s Email Address: Click here to enter text.
Supervisor’s Phone Number: Click here to enter text.
Hours of Work/Week: Choose an item.
Actual Hours Worked (if Part-Time): Click here to enter text.
Position Type: Choose an item.
Special Requirements:
Home Internet Access: Choose an item.
Conflict of Interest Disclosure: Choose an item.
Professional Accreditation: Choose an item.
Second Language: Choose an item.
Excluded Position Type Status: Choose an item.
EFFECTIVE DATE (if different from date signed below): Click here to enter a date.
SIGNATURES: The signatures below indicate that all parties have read and discussed the content of the JFS
FINANCIAL AUTHORIZATION:
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Name
Signature
Date
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Name
Signature
Date
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Name
Signature
Date
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Name
Signature
Date
INCUMBENT (if applicable):
SUPERVISOR:
DEPARTMENT HEAD/TRUSTHOLDER:
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JOB FACT SHEET
1. SIGNIFICANT CHANGES SINCE LAST REVIEW
2. POSITION SUMMARY
Reporting to the Senior Officer, Human Resources & Administration (Senior Officer), this position is one
of two positions that provides general HR advisory services including recruitment, support for job fact
sheet/job description development, and FEC administration. This advisory/consultative position is
responsible for the implementation and delivery of HR programs to the faculty, its departments, centres
and institutes. In the absence of the Senior Officer, this position will be expected to cover some HR
responsibilities.
3. RESPONSIBILITIES/ACTIVITIES: Group activities into categories and list in point form each duty
performed until the major elements of the position are represented. Review each statement to ensure
that it accurately describes what is done and briefly, how it is done. Please indicate the percentage of
time spent on each of the major activities listed
1. Human Resources Advising:
 Provides advice and guidance to Chairs, Assistant Chairs, Administration, supervisors and staff
related to best practices in the work environment, referencing any pertinent collective
agreement or legislation guidelines (NASA and AASUA) and university procedures. Outlines
details to problem solve and recommend potential solutions along with related processes to
their respective client(s)
 Participates in the development of policies and procedures that support the ongoing human
resource needs of the Faculty of Arts and its departments, centres and institutes
 Analyzes trends related to calls/contacts from manager/staff and develops solutions that could
be offered to the Faculty or a particular department, centre or institute
2. Job Fact Sheet, TRAS Position Description development:
Works with Chairs, Assistant Chairs, Administration, supervisors and staff to develop Job Fact Sheets
and TRAS Position Descriptions for submission to central HR:
 Works with staff, managers and supervisors in the development of Job Fact Sheets
 Provides advice and guidance in JFS development
 Ensures accuracy and consistency of content
 Ensures alignment with existing positions within the Faculty
 Maintains portfolio organization charts
 Collaborates with Senior Officer on final drafts to ensure consistency and approval for
submissions
 Submits JFS in accordance established procedures
3. Recruitment and Selection:
Develops/facilitates the recruitment process for vacancies; this includes:
 Consults with the relevant Chair, Assistant Chair, Administration or supervisor to ensure position
continues to meet the area needs as is or if there are any changes required and if so facilitates
the job requirement changes and submits for re-evaluation
 Confirms the recruitment strategy and timeline with the manager/supervisor
 Creates job posting drafts (internal/external)
 Initiates recruitment and enters postings into the central Recruitment and Advertising Database
(RAD)
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JOB FACT SHEET
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Develops the recruitment plan draft (screening criteria, interview plan (questions and exercises)
and candidate rating)
Chairs panel interviews for NASA positions, providing a resource to academic panels
Conducts references checks
In consultation with the Senior Officer, provides final candidate and salary recommendation to
the hiring manager
Extends the offer of appointment to the candidate and completes on-boarding documentation
Finalizes the appointment letter and hiring documentation (Smart Forms) with the department
Ensures recruitment files (electronic in RAD) are maintained in accordance with retention
guidelines
Coordinates relocation activities as required
In collaboration with Immigration Services, advises staff and management on immigration issues
and prepares all necessary documentation
Initiates the request for temporary staff from ISS
In conjunction with the Senior Officer, develops interim staffing plans related to changes in the
strategic direction of the Faculty, its departments, centres or institutes
Conducts training on recruitment requirements in conjunction with the Senior Officer
4. Workforce Administration (Smart Forms):
Reviews and approves all department submitted faculty contract instructor, faculty and support
appointments:
 Ensures correct salary
 Ensures contract letters are complete with authorizations and signatures
 Ensures all foreign immigration documentation is submitted to Immigration Services
 Ensures that all person and position data is reflective of hire (SIN, CCID, position number, other
workforce attributes)
5. CAST Administration (Guidelines and Scales):
 Reviews, updates and distributes CAST Guidelines
 Coordinates with Faculty Relations to ensure documentation is in compliance when
departments suggest changes
 Prepares CAST evaluation summaries for Provost
6. Performance Management:
NASA staff:
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Ensures that the performance appraisals for support staff employees within the Faculty are
distributed to the managers and supervisors ahead of their review dates with instructions and
tips
Advises and supports managers and supervisors on the review and feedback processes as
outlined in the agreement
Works with managers and supervisors regarding related documentation for approval above
satisfactory increment recommendations
Follows up with managers and supervisors on appraisal review completion
Monitors and reports the utilization and return of performance reviews annually
Supports new staff and supervisors on completing performance reviews; provides training as
required
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JOB FACT SHEET
PREPD for APO, TRAS and SOTS staff:
 Ensures that the Faculty website is updated with the PREPD calendar, dates and performance
review processes
 Supports the PREPD committee and provides all committee members with materials and
increment eligibility memos
 Supports the PREPD committee with post increment administration
7. Faculty Evaluation Committee (FEC) Support:
In consultation with the FEC Administrator, provides support and assistance to the FEC process.
 Supports FEC material preparation; ensures accuracy, compliance and completeness of all
materials submitted by departments
 Supports the preparation of USRI summaries, departmental averages, etc.
 Supports the preparation and distribution of correspondence related to decisions reached
during FEC deliberations
 Supports the process and practices related to the annual review of tenure, promotions and
increments
 In collaboration with the FEC Administrator, provides training to new FEC members, department
chairs, other new FEC participants as well as department Executive Assistants
8. Leave Administration:
 Monitors the input of employee leave records, calculates and ensures the accuracy of leave
balances in PeopleSoft; supports departments with vacation reconciliation for their employees
 Monitors and reviews all overtime reporting to ensure that it adheres to the collective
agreement
 Trouble shoots and investigates overpayments and works with Central HR to resolve
 Resolves staff inquiries regarding payroll and benefits issues or refers staff to appropriate
contacts
 Completes administrative processes for academic leaves (childbirth, LWOP, etc.) and ensures
Provost approvals prior to submission
9. Human Resources Administration:
 Assists with the preparation of contract documents, Secondments, Pay Action or Position
Information documentation, etc.
 Prepares all adjunct appointments for the Dean
 Develops reporting on all HR topics to provide to the Senior Officer for data analysis and
reporting
 Coordinates/oversees the annual performance evaluation process and probationary review
 Creates and maintains internal HR templates and documents
 Creates CCID's for new employees
 Ensures file management (electronic and hard copies) is in compliance with the faculty records
system
10. Faculty of Arts Orientation:
 Develops and delivers Faculty of Arts orientation
 Provides support to departments in the creation of an orientation plan at the department level
 Coordinates office set-up
 Enrolls new staff in benefits orientation
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4. KNOWLEDGE: Identify the minimum formalized training/education and/or qualifications required to
prepare an individual to be functional in the position.
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Post-secondary education of a Bachelor’s degree or less with up to 18 months to become
functional in the role
3-5 years of related Human Resources experience (progressive)
Certified Human Resource Professional (CHRP) designation is preferred (associate members
working towards designation will also be considered)
Demonstrated experience in PeopleSoft
Demonstrated experience working in a unionized environment
Excellent communication (verbal and written) skills
Strong interpersonal, consulting skills, demonstrated ability to build relationships
Adaptable to respond to emerging situations
Must demonstrate a sound service philosophy
Some evening work may be required
5. INDEPENDENCE OF ACTION: Describe the initiative required, the creativity and original thought,
and also the amount of direction and control received from the supervisor or standard practices and
precedents.
A. What types of decisions are made independently?
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The incumbent works with considerable independence under the general direction of the Senior
Officer
Organizes workflow to meet specific deadlines
Provides management and staff with information on policies and procedures, and first level
collective agreement advice
Provides recommendations on new hires and salary determination
Considerable flexibility to run HR programs
Works with clients to determine issues, consider impacts and recommend solutions
B. For what actions is it necessary to consult someone? Are approvals or instructions verbal
or in writing?
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Formal offers of employment must be approved by the hiring manager/supervisor, including the
details of the offer
Contracts with outside firms for temporary employment must be approved in-advance by the
Senior Officer
Expenditures on HR programming
In employee relations situations, escalates to the Senior Officer for resolution; provides Senior
Officer with a summary and potential recommendation
6. CONSEQUENCE OF ERRORS: Identify the extent of losses which result from mistakes in judgment
or poor decisions (typical instances, not rare or extreme ones), and the responsibility for safety of others.
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Inaccurate advice related to terms and conditions of employment could result in poor retention,
embarrassment and/or grievances
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Lack of attention to detail could cause employees to be paid inaccurately
Mishandling of confidential information may cause the Portfolio embarrassment or cause us to
participate in litigation
Inaccurate job fact sheets could delay the evaluation process or if undetected could result in an
inappropriate grade level assignment
7. CONTACTS: Identify the contacts and the purpose of the interaction.
A. Inside the University
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Senior Officer
Faculty, departments, centres and institutes staff
ISS
HR Operations
Central HR
Faculty and Staff Relations
B. Outside the University
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Potential Candidates
Government Agencies
Service Providers
Staffing Agencies
C. Information Sources
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Collective Agreements (NASA/AASUA)
Faculty policies and procedures
UAPPOL
PeopleSoft
Internet
Professional Associations/Publications
Employment Standards Legislation
8. SUPERVISION: If this position is not required to supervise staff, please indicate “n/a”.
A. Describe all aspects of formal supervision required of this position. Please be sure to
complete Part B.
N/A
B. Please indicate how many staff members are supervised by the position.
Full-time employees:
Part-time employees:
Casual employees:
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JOB FACT SHEET
9. PHYSICAL DEMANDS: Describe the degree, frequency, severity, intensity and continuity of physical
activity and/or intense visual concentration required.
A. Activities
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Intense visual concentration at a computer for greater than 50% of the day
B. What types of equipment or tools are used in the job?
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Computer, Phone, Copier
10. WORKING CONDITIONS: Describe the disagreeable aspects of the job environment in relation to
employee safety and comfort, and the severity and frequency of exposure to workplace hazards.
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Typical office environment
11. SIMILAR POSITIONS AT THE UNIVERSITY OF ALBERTA: Please list any position numbers, titles,
departments or incumbent names that may be considered to be similar.
12. ORGANIZATION CHART: An organization chart is mandatory for the evaluation process to be
completed. You may include this as a separate attachment or file may be pasted/ embedded below
Senior Officer, Human
Resources &
Adminstration
EA to Dean/
Administrative
Coordinator
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Human Resources
Advisor
Human Resources
Advisor
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