Bilingual Senior HR Assistant (1 Year Contract)

Why is this role important?

The Senior Human Resources (HR) Assistant is responsible for supporting all administration and transactional activities related to Human Resources Services, including, but not limited to, assist with recruitment activities; respond to general inquiries; ensure files and systems are up-to-date; and support learning and development activities. The Assistant also provides administration support to the Human Resources & Administration management team, including the director and three managers.

What you'll do

1. Assists with all administration and transaction activities within Human Resources Services which includes but is not limited, to the following:
• Recruitment activities: prepares job postings; prepares employment contracts and memoranda; coordinates interviews and packages.
• HR Workflows: initiates and monitors all onboarding, internal movement, offboarding, temporary departures and re-boarding via HR System ensures assigned management tasks are completed in a timely manner. Troubleshoots issues with appropriate parties to resolve issues at hand.
• General inquiries: monitors general inbox; responds to general inquiries from employees, managers or public and triages complex questions to the appropriate team members
• HRIS and Record keeping: Organizes and maintains the filing systems within the HR Department. Provides accurate and timely processing of employee information into the HRIS, and related systems, as required, ensures that all changes and additions are completed.
• Learning and Development: support all transactional and administrative activities, such as maintaining the course calendar; responds to inquiries; processes registration and invoices. Liaises with external vendors for registration, and prepares purchase orders. Tracks and maintains course completion in HR system (ERP). Organizes logistical information to support in-house L&PD course offerings, such as shipping information, training location details, external suppliers and relays this to presenters for workshops.

2. Performs regular quality checks of the Human Resources web page materials and acts as point of contact with Translations and Web teams to ensure materials are provided in both English and French and updated as needed.

3. Co-ordinates budgets, prepares cheque requisitions, travel expense claims and other forms as required.

4. Provides direct administration support to the Human Resources & Administration, such as making travel arrangements, managing calendars, and maintaining human resources budget information. Reviews/validates invoices, cheque requisitions and P.O. requests for the department, as well as, all related follow-up in preparation for sign-off by Manager.

5. Performs all receptionist duties on a regular basis by acting as the second back-up to the Bilingual Receptionist. Replaces the Bilingual Receptionist and performs the full duties of the position in the absence of the primary back-up or the incumbent. Provides clerical, word processing and data entry services.

6. Assists with a range of related duties, as assigned.

What you'll bring to the table

• College diploma in a relevant program
• Experience providing administration support to senior managers (e.g. managing calendars and emails, creating presentations, coordinating meetings and taking minutes, etc.)
• Experience working with human resource information systems and applicant tracking systems
• Ability to identify and suggest process improvement ideas
• Ability to maintain strict confidentiality
• Ability to anticipate needs of senior managers and adapt to continuously evolving priorities
• Excellent written and oral communications skills
• Intermediate to advance level in Microsoft 365 applications (e.g. Sharepoint, Teams, Outlook, Word, Excel)
• Strong learning agility, with particular ability to adapt to new technologies
• Undergraduate degree and/or diploma in Human Resources is an asset
• Experience working a switchboard and/or reception desk is an asset

Basic Qualifications

• Fluency in both official languages (English and French) is mandatory.
• Two (2) years of experience in supporting human resources, preferably in recruitment and/or learning and development

At CIHI we are committed to fostering an inclusive, barrier-free and accessible environment. Part of this commitment includes arranging accommodations to ensure an equitable opportunity to participate in the recruitment and selection process. If you require an accommodation, we will work with you to meet your needs.