Human Resources Assistant
Reporting to the Assistant Director, Human Resources, the Human Resources Assistant is responsible for the provision of general administrative and reception support to the Human Resources (HR) office, including assistance with employment contract administration and recruitment and selection processes.
Summary of Responsibilities:
Provide reception support and high-level customer service, including ensuring seamless coordination of work with other HR staff Process incoming and outgoing departmental mail; monitor the general HR email account and respond to and/or direct inquiries as appropriate Maintain the master-tracker, including follow up and auditing information to ensure all documents are collected and forwarded to HRIS/Payroll for processing; enter IT account access changes within the IT ticketing system as required In consultation with the HR Advisor, support recruitment and selection processes, including preparing job postings and advertising, shortlisting, scheduling interviews, administering applicant testing, and maintaining recruitment files; support candidate accommodation related needs, as required Assist the HR Advisor with the development of interview packages, including identifying selection criteria and interview questions in support of the University’s equitable hiring practices Prepare employment contracts, ensuring salary placement and other terms of employment are set in accordance with applicable labour agreements and/or established practices Prepare other employment-related correspondence, including workload/status changes, as needed Support the onboarding process, including coordinating pre-employment paperwork and orientation sessions; facilitate orientation sessions for temporary employees Collect requests from administrative staff and managers for professional development (PD) support, prepare for review by the Professional Development Committee, and record and communicate approved allocation of PD funds; monitor employee PD funds in conjunction with the Senior HR Advisor In consultation with the Assistant Director, assist with the annual and probationary performance review process, including coordinating final sign off, recording and tracking completion, and preparing related reports, as required Monitor departmental budget expenditures, process invoices, reconcile monthly purchasing statement, and identify related issues requiring the Director’s and/or Assistant Director’s attention Develop and maintain an accurate office filing system, and perform related tasks (i.e. photocopying and shredding) and ensure HR records and files are maintained in accordance with FIPPA/privacy guidelines Provide administrative support to the Director and Assistant Director, including scheduling meetings and appointments, preparing documents and pertinent background information for meetings and following up on issues, as appropriate Using the content management system, review and update HR/HRIS section of the OCAD U website and respective SharePoint site, ensuring compliance with AODA Standards Perform such clerical duties as: photocopying; shredding; ordering office supplies; booking rooms; and preparing and following up on work requests Maintain currency in relevant employment legislation and ensure continuous development on new HR practices Serve as backup for the other HR staff, as required In conjunction with the Director, Assistant Director, and other HR staff, participate in departmental planning in support of the University’s strategic plan and HR goals and objectives Assist the Director, Assistant Director, and other HR staff in related functions contributing to the successful operation of the Human Resources office
Post-secondary degree in a related field or equivalent combination of education, training, and experience; working towards CHRP designation an asset Minimum of one (1) year of human resources experience supporting recruitment and selection, preferably in a unionized environment Sound knowledge of relevant employment legislation, such as the Employment Standards Act (ESA), Ontario Human Rights Code (OHRC) and the Accessibility for Ontarians with Disabilities Act (AODA) Knowledge of applicant tracking systems and Human Resources Information Systems (HRIS) Excellent interpersonal skills, and demonstrated professionalism, judgement, and discretion in dealing with sensitive or confidential matters; ability to maintain confidentiality is essential Strong client service orientation with a demonstrated commitment to the principles of equity and inclusion, and experience promoting a respectful work and learning environment for students, staff and faculty Strong oral & written communication skills, with exceptional attention to detail, organizational skills, and ability to respond effectively to multiple and changing priorities Strong computer skills and a working knowledge of all Microsoft Office applications; ability to create accessible documents and forms Demonstrated ability to work independently and participate collaboratively in a team environment
Compensation: $38,119.15 to $52,422.74 per annum, plus benefits.
Hours of Work: Monday to Friday, for a total of 35 hours per week.
Application Deadline: Interested applicants are invited to submit an updated resume, with a cover letter by applying through the OCAD University Employment Page, no later than July 20, 2018.
As an employer committed to employment equity, we encourage applications from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions.
We encourage members of designated equity-seeking groups to self-identify within the voluntary Applicant Questionnaire .
In order to alleviate the under-representation of racialized and Indigenous administrators, priority in hiring will be given to qualified racialized and Indigenous persons who self-identify as such in the application process. This initiative is a special program under the Ontario Human Rights Code.
OCAD University is committed to providing an inclusive and barrier free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please contact Human Resources for more information or refer to OCAD U’s Policy of Accommodation in Employment for Persons with Disabilities
All qualified persons are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted