Job Description

Human Resources Coordinator




About Queen's University

Queen's University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.


We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.


Come work with us!







Job Summary

The Human Resources (HR) Coordinator is part of the Smith School of Business HR team, where sharing ideas, open communication, accountability and partnership are promoted. This collaborative environment enables the HR team to deliver comprehensive and responsive client solutions.




Reporting to the Human Resources Director, and receiving day-to-day direction from the HR Advisor, the Human Resources Coordinator is the first point of contact for all visitors to the Smith HR office and is responsible for providing clerical and administrative support. This includes entering of employment data into HR systems. Activities include biweekly payroll entry, Teaching/Academic Assistant appointments and administration, direct support to the HR Director, and other ad hoc administrative support services that contribute to the service level of the team. As the first point of contact for the department, the incumbent will possess a positive, welcoming attitude that contributes to the welcoming nature of the Smith Business culture.

KEY RESPONSIBILITIES:

- Enters and verifies employee data into HR systems in an accurate and timely manner. Data is entered based on information received from other staff on the team.


- Provides auditing support by running pre-set audit reports according to defined schedules or as required, reviewing audit results, and resolving issues independently or with support when required.


- Acts as the first point of contact for payroll to troubleshoot, assess and resolve issues which may impact running payroll, consulting senior team members as required. This may include preliminary investigation of issues, gathering data or contacting managers and employees directly as required.


- Supports the recruitment process by performing administrative duties for the team. Duties include posting approved positions on CareerQ, screening applications, setting up interviews, preparing interview packages and updating relevant databases.


- Responds to employee enquiries regarding general employment information including questions about paystub information, employee benefits and pension data in HR PeopleSoft. Research and help resolve issues referring more complex problems appropriately.


- Drafts employment related documentation, including offer/appointment letters, notices correspondence etc. as directed by senior HR staff members.


- Conducts employee meetings with clients as required. Ensures proper documentation is completed and adds or updates employee records in the system.


- Identifies and recommends changes to administrative procedures, and assists with implementation as required.


- Performs other duties as assigned.

REQUIRED QUALIFICATIONS:

- Post-secondary diploma in business administration or human resources


- 1-2 years of administrative work experience


- Customer service experience considered an asset.


- Consideration will be given to equivalent combination of education and experience.

SPECIAL SKILLS:

- Strong attention to detail and a high level of accuracy to ensure accurate data entry and to identify errors with data and initiate correction.


- Service oriented perspective.


- Effective communication (oral and written) and interpersonal skills with an ability to adapt and meet the needs of varying individuals and circumstances


- Ability to maintain strict confidentiality and capable of handling sensitive information in an appropriate manner.


- Effective organizational and time-management skills, combined with the ability to maintain focus under pressure and despite frequent interruptions. Must be able to meet fixed deadlines under very tight time constraints.


- Effective analytical and problem-solving skills with an ability to know when to refer problems to others.


- Demonstrated knowledge and understanding of human resources policies.


- Demonstrated proficiency in computer and office skills, including an ability to work with a variety of word processing, spreadsheet, and database applications, combined with an aptitude to learn new software. Previous experience or familiarity with PeopleSoft will be considered an asset.

DECISION MAKING:

- Prioritizes own work and time among several competing priorities.


- Decides what information may be incomplete or lacking for completing HRPS records; seeks clarification to complete within timelines


- Determines appropriate responses to clients regarding various HR related questions. Redirects to more senior staff or other individual(s) as required.


- Identifies and recommends opportunities for improvements to administrative procedures, and assists with implementation as required.


- Decides how to deal with new information at hand. Decides when it is necessary to involve the HR Advisor or Manager.


- Determines best way to provide information to clients and within Human Resources.




Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.


The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at hradmin@queensu.ca.

Skills

Reference

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