CharityVillage

Position Summary

The Human Resources Administrator, reporting to the Director, Human Resources will be responsible for supporting the work of the HR department in all HR functions as well as providing additional administrative support to Senior Leadership Team staff members, by performing a variety of tasks.

RESPONSIBILITIES

Human Resources

• Manage and update HRIS and databases with information such as new hires, terminations, sick leaves, vacation, seniority list, benefits, etc.;
• Maintain employee files in the HRIS system;
• Address discrepancies resulting from HRIS/Payroll system audits;
• Answer employees’ questions and provide general information;
• Assist management in posting jobs on career pages and processing received resumes;
• Support management in scheduling job interviews;
• Coordinating the on/off boarding process for employees, including completion of forms and HRIS/payroll set-up and terminations;
• Administer all aspects of the collective agreement as required;
• Advise payroll of changes for employees that affect their payment on a bi-weekly basis;
• Communicate new hires, termination information to the insurance provider and review the monthly bill;
• Help organize and manage new employee orientation, on-boarding, and training programs;
• Keep track of policy acknowledgment documents and Health & Safety Courses for new hires;
• Perform reference and background checks as requested;
• Ensure employee portal is updated and maintained on set schedule;
• Create reports for HR and senior management as requested;
• Represent HR department on committees are requested;
• Additional responsibilities as requested;

Administrative

• Deliver administrative support to the Senior Leadership Team (SLT) as requested;
• Arrange virtual meetings for Senior Leadership Team, draft agendas, prepare minutes and manage invitations as required;
• Maintain schedule and coordinate calendar activities;
• Purchasing office supplies, equipment as directed and arranging delivery of supplies to other locations at SFC; (suggesting transfer to operations dept)
• Coordinate inbound and outbound office direct mail efficiently;
• Prepare and coordinate materials for Senior staff meetings, presentations, and reports;
• Handle sensitive information and maintain confidentiality in all aspects of the role;
• Work with Executive Director and Board committee chairs to ensure Board meeting minutes/files are circulated and filed appropriately.
• Update on-call calendar.
• Provide back up support to the IT team;
• Keep internal email groups up to date;

CRITICAL RELATIONSHIP MANAGEMENT

• Governance Boards and Councils: SFC Board of Directors
• Internal: Executive to front line
• External: Other agencies, external consultants, government agencies payroll and benefit provider

MANAGERIAL/TECHNICAL LEADERSHIP RESPONSIBILITY

• This position reports directly to the Director, Human Resources.
• The incumbent is responsible for their own time and effort only.
• May demonstrate work methods to new employees.

FINANCIAL AND MATERIALS MANAGEMENT

• Has responsibility for the wise use of their own resources.
• May be authorized to make purchases subject to approval.

WORKING CONDITIONS

• Work environment is typically in the office, local facilities, external offices and/or at home; in generally agreeable conditions such as those found inside offices or equivalent work areas.
• Little to no travel may be required.

The above responsibilities must be discharged in accordance with St. Felix Centre’s Mission Statement and core values.

QUALIFICATIONS

Education

• Post-secondary certificate or diploma in Human Resources Management;
• Knowledge of HRIS and electronic payroll systems eg. Dayforce, Ceridian;
• Working knowledge of employment legislation in Canada and Human Rights legislation.

Experience

• Minimum 2 years of prior related work experience in Human Resources;
• 2-5 years of experience providing administrative support to multiple stakeholders;
• Previous experience in a unionized, nonprofit environment.

Skills and Capabilities

• Creativity and demonstrated ability working in a fast-paced environment;
• Can easily make the needed connections between systems, processes, and individuals to facilitate change;
• Ability to work efficiently under pressure;
• Exceptional attention to detail and committed to a high degree of accuracy;
• A clear and succinct communicator (verbal and written);
• Well versed in many HR functional competencies and best practices;
• Keen sense of time management and flexibility;
• Ability to think proactively, critically and independently to make good decisions;
• Understand and maintain a high level of confidentiality;
• A team player who builds strong relationships based on trust and integrity;
• Embrace continuous improvement by proposing new and/or better ways of doing things;
• Excellent technical ability (Microsoft Suite, Google Suite, HRIS);
• Respect, understanding and support of St. Felix’s mission, culture, and values.