Job Description

The Ontario Arts Council (OAC) is a publicly funded agency of Ontario's Ministry of Tourism, Culture and Gaming. Since 1963, OAC has supported professional artists and arts organizations to benefit all Ontarians. Through grants, services, outreach, and partnerships, OAC fosters a vibrant and diverse arts ecosystem. We are committed to equity, diversity, accessibility, and inclusion, ensuring the arts remain vital to life, the economy, and community across the province.

Human Resources Coordinator

Deadline date for submissions:

Dec 01, 2025

Location:

Toronto

No. of Vacancies

: 1

Term:

12 - 13 months, Maternity Leave Coverage

Effective Date

: Feb 2026

Type:

Management and Exempt Position

Remuneration:

$59,019

-

$74,211

KEY RESPONSIBILITIES:

Recruitment and Selection

Facilitate a positive recruitment experience through timely communication throughout various contact point steps in the process, on items such as process and timing updates, employment requirements, terms and conditions of employment. Provide resources, mechanisms and information to support an equitable and fair process. Work closely with hiring managers to ensure the job advertisement's description and requirements are reflective of current expectations, and they are properly supported. Prepare and post position advertisements externally and internally, screen and identify potential candidates, and administer testing with candidates as appropriate. Coordinate interview logistics, including contacting candidates, scheduling interviews, and distributing materials to participants. Generate draft interview and reference checking questions. Participate in the interview process where necessary and perform candidate reference and background checks. Maintain strong recruitment metrics reporting and tracking as required. Arrange for participation and advertisement reimbursement payments.

Onboarding/Offboarding

Coordinate and take responsibility for the smooth and comprehensive onboarding and and offboarding processes, inclusive of preparing employment offers and termination documentation, creating new hire and exit packages, organization of orientation participants and exit interviews, information distribution and documentation for payroll, employee benefits, pension, HR policies, HRIS and attendance systems. Manage the contents of the orientation manual to ensure they are relevant and up to date. Actively participate in the facilitation, training and organization of the new hire orientation and ensure new or promoted employees have participated in required training, oath of office, etc. Monitor and coordinate the probationary period review for new hires and promotions.

Human Resources Information Systems (HRIS)

Responsible for the set-up, maintenance and issues resolution of various HR databases and systems to ensure data integrity and accessibility (ADP Workforce Now, Canada Life, Ontario Pension Board, Replicon/Deltek, etc.). Manage the smooth and timely enrollment, change and termination within the Canada Life, Ontario Pension Board, EFAP systems and in our HRIS. Responsible for providing training and assistance to employees and managers in the usage of the applicable databases.

HR Information / Administration

Responsible for generating HR metrics and reports for internal and external requirements. Provide timely response and guidance to employees and managers on HR information, benefits, programs and policies. Create and distribute internal written communications as needed regarding HR information and update internal materials on benefits information and forms, as required. Ensure legislated training, documentation and information meets requirements for certification, record keeping, posting and accessibility. Organize physical and digital copies of employee records, ensuring employee files are appropriately maintained and archived in accordance with records management rules. Ensure changes to employee information as it impacts compensation is communicated to finance on a semi-monthly basis for payroll processing. Update staff directories, emergency lists, organization charts. Document, update and expand instruction manual of HR functions. Follow up with managers and employees on the submission and approval of employee timecards, reduction or additional pay, to ensure accurate and timely payroll processing. Participate in the union/employer committee meetings and collective bargaining as necessary, by scheduling and attending meetings, taking minutes, and generating record keeping and distribution of meeting materials. Prepare salary and employment confirmation letters. Create translation, purchase requisitions and collation of invoices and receipts for payment and place orders as necessary. Coordinate and implement service recognition program and participate in the arrangement of bi-annual staff social engagement events.

Health and Safety / Wellness

Participate, when necessary, as an employer representative on the Joint Health and Safety Committee (JHSC). Provide HR advice and assistance to the JHSC including scheduling of meetings, ensuring relevant documentation, certification and information meet our compliancy obligations, sourcing and arranging training initiatives, and support the timely implementation of all recommendations.

QUALIFICATION CRITERIA

Post-secondary diploma or bachelor's degree in human resources, business administration, or a related field; Human Resources Certification (CHRP/CHRL or equivalent and in good standing, or be actively working towards certification); Occupational Health and Safety and First Aid certifications are assets; 4+ years of Human Resources experience with a generalist background or specialization in recruitment and onboarding; Moderate to advanced experience with HRIS systems (ADP Workforce Now preferable); Experience supporting HR within a unionized environment is an asset; Experience working in not-for-profit or broader public sector is an asset; Up to date knowledge of all provincial Employment/Labour Standards, and HR legal trends and practices; Excellent oral, written, and communication skills in English, and French language bilingualism would be an asset; Demonstrates a strong customer service orientation and engages effectively with a diversity of individuals internally and externally; Strong personal commitment to the advancement of equity within HR practices and principles; Excellent interpersonal and teamwork skills; Skilled in exercising tact, discretion and sound judgement, maintains confidentiality and handles sensitive information securely; Strong analytical, problem-solving and research skills, and can develop creative solutions; Proven track record of delivering results and effectively prioritizes work and acts with urgency as required; Demonstrates initiative and takes independent action to the degree of authority permitted; Performs routine work effectively, meets deadlines, and has excellent time management skills; Strong attention to detail and keeps detailed, accurate information and records; High degree of comfort with technology and various platforms. Advanced proficiency with Microsoft Office (Word, Excel, PowerPoint and Outlook);


OAC is committed to building a skilled and diverse workforce. OAC values a diversity of perspectives, ideas and lived experiences as an asset in serving Ontario's communities.



Individuals are invited to submit a cover letter and resume. OAC recognizes that interested individuals may not meet all of the above qualifications and possess other relevant education, and professional and lived experience that would make them the right candidate. Applicants are invited to share this with us in their cover letter.


Please note that applications that do not include a cover letter outlining the qualifications and experience will not be considered.


https://www.arts.on.ca/about-us/careers-at-oac

While we thank all candidates for their interest, only those selected for interviews will be contacted.


Please contact Human Resources at hr@arts.on.ca if you are unable to apply on-line and/or require accommodations during the recruitment process due to a disability.


www.arts.on.ca