Job Description

Under the supervision and direction of the Executive Assistant, the Human Resources Office Assistant provides confidential administrative assistance to the Human Resources Management Team members; reception services to employees, students and the general public; and completes or participates in a range of related client services for the Human Resources department. This position processes a wide variety of forms, reports and correspondence, and accesses, inputs and revises data in the College integrated computer system (HRIS).

TYPICAL DUTIES

Performs general office and reception duties, including responding to a wide range of inquiries about human resources procedures, systems, employment, applicable forms, and the college organization; receives confidential and/or sensitive information from employees and refers matters to the human resources consultants; uses knowledge of the College to refer callers to other HR department member or other area as appropriate; Prepares correspondence and other HR documentation; transcribes material from rough copy, and may be required to perform basic editing and proofreading as requested; Provides information verbally and by e-mail on general employment inquiries and the status of applications and explains College recruitment procedures; receives resumes, and maintains casual placements files; Distributes and/or emails various forms including appointment forms ensuring relevant information is attached, employment equity and other questionnaires, pension statements, and applications upon request; Completes all filing; archiving to storage as applicable and maintains the security of sensitive and confidential documents and personnel files; disposes of confidential material according to current records management requirements; Processes CUPE Staff Development Fund reimbursement requests by updating and maintaining tracking spreadsheet; processing payments and adhering to deadlines; Photocopies, compiles and prepares materials for training programs, employment and benefit packages, employee orientation, interviews, classification reviews, and various committee meetings; Completes departmental leave plan data entry in the human resources information system (HRIS); generates reports, responds to information requests, and surveys as directed by the supervisor; extracts data from the HRIS for labels, envelopes, mailing lists, etc, and responds to requests from other college departments for distribution list data; Inputs updates and changes to the HR Intranet as applicable; Performs entry/exit tasks for all human resources staff and completes Honourary Colleague process for retirements; Identifies and adapts or develops new procedures to manage change and to increase efficiency within the position; in collaboration with the supervisor establishes timelines and priorities for tasks; Initiates and submits relevant work orders; processes various related College forms and assists in reconciling monthly Visa statements as needed; Arranges meetings including contacting participants, booking facilities and services, making travel arrangements, and preparing/distributing required materials as requested by the supervisor; additionally maintains the e-booking of the HR meeting room; Assists with, or organizes as requested, HR-related events and projects; Responsible for the daily maintenance of office equipment such as printers and photocopiers and reports malfunctions as appropriate; Orders and maintains stock of general office supplies; assembles and maintains sufficient supplies of miscellaneous forms; maintains inventories of department supplies/equipment; Makes scheduled daily mail runs; opens/distributes department mail following confidentiality guidelines; locks file cabinets and supports maintaining a safe working environment; Performs other related duties similar in scope and complexity.

QUALIFICATIONS

Grade 12 plus additional course work in Human Resources studies and two years related experience in a Human Resources or post-secondary environment, or equivalent combination of education and experience.

Demonstrated excellence in customer service; Ability to maintain confidentiality, and recognize and support clients sometimes in sensitive or difficult situations; Demonstrated high level written and verbal business communication skills; Ability to work in and adapt to a changing environment, deal with and respond effectively to a high volume inquiries and frequent interruptions - in-person, e-mail, fax and telephone; Proven ability to prioritize, problem solve, exercise initiative, work independently or as an effective team member; Advanced MS Office skills and knowledge of spreadsheets and database applications Extreme accuracy and attention to detail; Experience working with the Internet and ability to perform web searches and use web tools (e.g. Contribute, Adobe LiveCycle, SharePoint).

Note, this posting closes on July 8, 2025.

Job Types: Full-time, Fixed term contract
Contract length: 12 months

Pay: $28.38-$30.21 per hour

Expected hours: 35 per week

Schedule:

Monday to Friday
Work Location: In person