Staffing and Human Resources Assistant

Reporting to the Manager, Human Resources, the Staffing and Human Resources Assistant is responsible for supporting library human resources and administrative activities for academic and non-academic staff within the Library. The incumbent will be required to provide general administrative support along with other special projects in support of the library’s strategic initiatives. The Staffing and Human Resources Assistant is expected to act with initiative, make decisions independently, work collaboratively and in consultation with Unit Heads and members of the Office of the Vice-Provost University Librarian (OVPUL), as required. This position requires the incumbent to ensure that all matters dealt with are in compliance with employment legislation, relevant collective agreements and university policy. The Staffing and Human Resources Assistant is expected to address all matters with a high degree of confidentiality and discretion.

KEY RESPONSIBILITIES:
• Assist with the confidential administration of both the staff and faculty appointment processes including the appointment, reappointment/renewal, promotion and leave processes governed by various collective agreements. This includes the management of online related documents in SharePoint and the preparation of routine correspondence.
• Provide support to the QUFA Librarian & Archivist appointment processes and coordinate other employee group internal and external recruitment activities which will include: prepare permissions to recruit, CareerQ administration, assist with updating job guides, draft job postings, advertise, schedule meetings, communicate with applicants, conduct phone interviews, schedule interviews, note taking, develop interview guides, qualification assessments, conduct candidate references, distribute and collect candidate documentation, prepare offer letters.
• Maintain the library careers webpage for academic positions.
• Recommend inclusive sourcing strategies to build candidate pools that are diverse and qualified.
• Identify barriers that may prevent any qualified candidate from being hired, and make recommendations that ensure a fair and equitable recruitment process.
• Update and maintain library onboarding and orientation program materials.
• Guide new staff during onboarding and work with Unit Heads to prepare for new hire arrivals.
• Complete HR PeopleSoft paperwork for administrative changes, provide to HR for processing, and confirm in PeopleSoft for completion.
• Ensure accuracy of appointment data in HR PeopleSoft through audits and queries and liaise with the Human Resources Client Service Team to maintain accuracy of employment data.
• Prepare and maintain a variety of staffing and other reports and trackers, including headcount, recruitment, and ad hoc reports upon request. Ensure reports reflect accurate information and are well organized.
• Act as primary contact for questions related to a variety of HR related topics; in consultation with the Manager, Human Resources, liaise with the OVPUL, Faculty Relations Office, Provost Office, and Central Human Resources, as needed. Research or synthesize answers to solve problems where possible and answer questions; bring sensitive or unusual issues to the attention of the Manager, Human Resources; remain knowledgeable about library procedures, Queen's University policies, collective agreements, timelines, and forms.
• Maintain the library People News page with up to date information.
• In coordination with the library Finance & Administrative Assistant maintain, answer questions on, and troubleshoot the library absence software used by library staff.
• Assist with employee engagement initiatives in the library including managing the OVPUL led social teams group.
• Manage the coordination of events that are culturally sensitive, which are related to staff milestones such as retirements and service. This includes communicating with staff, suggesting creative virtual solutions that accommodate the needs of the audience, executing plans, accessible room bookings, catering, and organizing materials.
• Assist the Manager, Human Resources by supporting HR initiatives, seek out ways to remove barriers and streamline processes, and provide creative and strategic solutions that hold equity, diversity, inclusivity and Indigeneity (EDII) top of mind.
• Administrative activities including, but not limited to filing, photocopying, meeting minutes, collection of documentation, distribution of information, and maintenance of files in person and on SharePoint.
• Undertake other duties as required in support of the library.

REQUIRED QUALIFICATIONS:
• University degree or three-year post-secondary program in business administration or a related field of study, a focus in human resources is considered an asset.
• Three years of human resources/office administrative experience, particularly in a unionized environment.
• Demonstrated experience in Word and Excel at an intermediate level.
• Related experience in an academic and/or library environment is considered an asset.
• Knowledge of University collective agreements, policies and procedures is considered an asset.
• Working knowledge of computers and IT functions, and PeopleSoft systems is considered an asset.
• CHRP designation is considered an asset.
• Satisfactory Criminal Records Check required.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
• Respects and fosters equity, diversity, inclusion, and indigeneity in the workplace.
• Knowledge of applicable legislations and collective agreements, policies, and procedures. Ability to interpret and apply various collective agreements.
• Superior organization skills with the ability to cope with multiple demands and prioritize competing requests.
• Effective practical problem-solving skills to help troubleshoot inquiries and resolve issues.
• Analytical, interpretive, and problem-solving skills.
• Excellent judgment in dealing with highly confidential matters.
• Excellent interpersonal and communication skills (verbal and written) to interact with a diverse group of individuals in many contexts.
• Proof-reading skills with emphasis on attention to detail.
• Excellent computer skills including word processing, spreadsheets, databases and HRIS systems; ability to learn new software programs as required, and ability to keep up with changing technology.
• High degree of initiative and ability to work both independently and as part of a team.
• Ability to communicate information quickly and accurately within the team and to all relevant individuals especially under time pressure.
• Ability to stay focused and maintain a service-oriented perspective while dealing with multiple duties and constant interruptions.

DECISION MAKING:
• Assess the nature of inquiries and issues and determine when to handle directly and when to engage Manager, Human Resources or other management.
• Prioritize workload in an environment with conflicting deadlines.
• Determine options or a range of solutions to challenges within the human resources and faculty appointments procedure frameworks.
• Determine how, when and to whom information should be distributed.
• Recognize urgent requests and prioritizes information that needs to be dealt with immediately.
• Research and make suggestions regarding human resource, customer service, and administration procedures; research/suggest and help implement changes.
• Assess how new information or changes will affect the functioning of the department and recommend changes to policy or procedure as required.
• Interact with Unit Heads or supervisors and provides recommendations on a wide variety of complex matters relating to faculty appointments.
• Recommend and suggest improvements to systems and policy.
• Assist in determination of the data required for reporting. Identify if data is missing and determine if further action is required.
• Under direction, makes decisions regarding logistics for events, meetings, and conferences.