Human Resources Officer

Employer
Alma Mater Society, Queen's University
Location
Kingston, Ontario
Salary
$65,000 - $75, 000 annually
Posted
January 12, 2021
Closes
March 13, 2021
Function
Generalist
Employment Type
Permanent
Hours
Full time
Designations Required/Preferred
CHRP

The Alma Mater Society (AMS) is the oldest student association in Canada (since 1858) and is unique amongst student governments as 99% of our 700+ employees are Queen’s students. Originally a debating society, the AMS progressively gained responsibilities of a financial and human resources nature and became self-governing. 

Today, the AMS serves students and advocates their interests to the University and all levels of government. It employs students from every faculty and year of study in 13 services, five offices, and four commissions. Of approximately 60 salaried and 300+ waged student positions, 3 of those positions are elected executives; a President, Vice President (Operations) and Vice President (University Affairs).  The Executives are responsible for the operations of the AMS. 

POSITION OVERVIEW:

This is a unique position to work with talented teams at the Alma Mater Society.  The HR Officer will work as the sole permanent, full time Human Resources expert, reporting to the AMS General Manager.  This role will significantly support the AMS student executive team, collaborating and with and providing mentorship to the students (and student HR Director) whom run the AMS on an annual basis.  As required, the HR Officer will also support the permanent team with ad-hoc projects and working collectively on process enhancements.  Due to the nature of AMS' services & operations, it is required that the incumbent be able or willing to be in the office 2-3 days per week.

Specifically, the role, will oversee 3 key areas:

HRIS (Dayforce)

  • Lead and take ownership of the HRIS, implementing best practices with regards to optimally utilizing the system as it aligns to the business needs.
  • Develop processes specifically for the HRIS modules for onboarding, recruiting, tracking training & development, and partner with payroll on process enhancements for the Scheduling & Timesheet (hourly waged) modules.
  • Ensure maintenance and continuity of best practices of system usage to ensure accurate data and tracking is maintained year over year.
  • Run reports and regularly provide data to support various analyses, including training and compliance tracking, and hourly wage/timesheet usage.

HR Compliance

  • Act as the knowledgeable and expert resource on issues and workplace legislation at a University, provincial, and federal level; then supporting the organization in compliance
  • Evaluate the effectiveness of existing AMS policies, programs, and practices; then recommending courses of action to address concerns based on best practices.
  • Own, review and maintain AMS policies as it pertains to HR, the ESA, employee handbook policies, etc.
  • Responsible for supporting the student director of human resources and acting as a mentor in specific areas of responsibilities.
  • Ensure compliance with policy and legislation during the recruitment and selection process to ensure the process is fair and equitable.
  • Oversee implementation of the AMS Hiring & Appointment policy across salaried and waged staff and volunteer positions. 

HR Management & Advising

  • Manage the student Directors transition process, including recruitment, selection, hiring, contracts and training of new student staff; guide the incoming team to ensure compliance with policy and procedures. 
  • Lead the annual performance evaluation process, ensuring documentation is consistent, compliant and tracked. 
  • Ensure compliance with workplace legislation at a University, provincial, and federal level; anticipating legislation; advising the Executive and student Director of Human Resources on needed and potential actions required.
  • Conduct review of existing human resources services and systems and provide recommendations for improvements with respect to recruitment, selection, hiring, training, performance appraisals, and retention of personnel data. 
  • Develop and conduct annual training with regards to HR policies and processes.
  • Manage the implementation of the AMS HDV (Harassment, Discrimination and Violence) Policy, acting as the sole advisor for training, issues and complaints.

Mentorship & Collaborative Areas of Focus with the Student HR Director (& Executives)

  • Mentor the student staff in cascading training and development programs to all student staff. 
  • Monitor and advise on the execution of the performance appraisals process. 
  • In collaboration with student Director, update and develop policies to ensure compliance with workplace legislation. 
  • Work with student staff to resolve any employment or volunteer issues as they arise.
  • Mentor the student Director in the administration of progressive disciplinary measures and records. 
  • Act as a resource for the Executive, student staff, and AMS governance bodies on human resources, compensation, employee relations, and performance management issues.
  • Advise the student Director and Executive on updates to job descriptions. 
  • Manage personnel data and records and ensure compliance with the AMS Information and Records Management Policy 

TECHNICAL KNOWLEDGE AND SKILL REQUIREMENTS:

  • Bachelor’s Degree in Human Resources Management or related discipline 
  • Certified Human Resources Professional by the Human Resources Professional Association of Ontario
  • Minimum 5 years’ experience in a management role within a human resources environment; previous experience working with youth and/or in the post-secondary education sector is an asset 
  • Minimum of 2 -3 years of hands on experience and knowledge of Human Resources Information Systems (HRIS).  Experience must include: 
  • Working with various HRIS modules
  • Supporting human resource management responsibilities and compliance with workplace legislation through a HRIS
  • Conducting regular reporting and data analysis from the HRIS 
  • Strong understanding of and experience with best practices in human resources and current legislation, including working knowledge of ESA and policies, especially Harassment, Discrimination, Violence and Health & Safety.
  • Genuinely enjoys working with post-secondary students and being in a mentorship role.
  • Demonstrated ability to work independently, take initiative, and perform effectively in fast-paced and constantly changing environment 
  • Effective oral and written communication skills 
  • Excellent responsive customer service focus 
  • High level of skills in handling sensitive and confidential situations/information with demonstrated ability to maintain strict confidentiality 
  • Ability to objectively coach student leaders through complex, difficult, and emotional issues, and to make recommendations to effectively resolve problems or issues by using judgement that is consistent with AMS standards, practices, policies, procedures, regulations or government legislation 
  • Demonstrated ability to analyse, review and improve upon processes 

AMS is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind.  We are committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment.  This includes welcoming and encouraging applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

*Note initial interviews will be held over Zoom.

**All employees and those visiting our work premises are required to wear a face covering/mask in accordance with government and AMS policy.

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