Assistant to the Director, People & Culture

Assistant to the Director, People & Culture
Algoma University
Location: Sault Ste. Marie, ON
Department: People & Culture (P&C)
Reference # MG- 17032
Salary Range: $48,590 - $57,577

About Algoma University

Since its establishment in 1965 as Algoma University College in Sault Ste. Marie, Algoma University has increasingly assumed a national leadership role in supporting the university sector’s response to Truth, Healing and Reconciliation. Algoma’s Special Mission is guided by the 7 Grandfather Teachings and Honouring Commitments, and is twofold in nature:

• to be a teaching-oriented university that provides programs in liberal arts and sciences and professional programs, primarily at the undergraduate level, with a focus on the needs of Northern Ontario; and to
• cultivate cross-cultural learning between Indigenous communities and other communities in keeping with the history of Algoma University and its geographic site.

With campuses located in Sault Ste. Marie, Brampton and Timmins, the tri-campus model that has emerged at Algoma University leverages the unique strengths, opportunities and broader community needs of each geographic location. Through this model, Algoma provides students with rich experiential learning experiences and research opportunities across liberal arts, sciences, and professional disciplines.

Algoma University is committed to being a welcoming, inclusive, safe, and respectful learning community; one that values the opportunities to learn from and with students, staff, and visitors from all parts of the world. Currently, Algoma University is home to over 5,000 students representing over 50 different countries, more than 430 full-time and part-time faculty and over 150 support staff and administrative personnel.

Assistant to the Director, People & Culture Opportunity

Reporting to the Director, People & Culture (P&C), the Assistant to the Director of People & Culture will play a vital role in the day-to-day administrative support of the People and Culture team.  The Assistant will provide administrative and financial services to the P&C department and will support the day-to-day operations of the department in organizing meetings, travel, and information management, as well as purchasing and budget preparation and monitoring.

This role works closely with employees to build a safe, positive, productive, and committed culture that attracts and retains high performers to achieve institutional results that align with Algoma’s commitment to equity, diversity, inclusion, Decolonization, and Indigenization.  This role requires sound judgment, highly organized, exceptional attention to detail, adaptability, and the ability to work under challenging time constraints.  The incumbent is expected to display high standards of diplomacy, professionalism, and confidentiality.  

Key Responsibilities

• Ensure departmental compliance in all aspects of Human Resources Management including the maintenance of a shared P&C calendar, policy, and standard operating procedures repository.
• Responsible for the maintenance and upkeep of the People & Culture shared drive including, but not limited to, support records management, including the creation of new files when projects/initiatives are started, and the expiration of past files, as well as the requesting of, and contribution to, current files.
• Lead for P&C Team on communication outlets such as website, newsletter, bulletins, etc. Assist in the procurement, ordering, and maintenance of products and materials required by the P&C team.
• Monitor and process employee reimbursements related to P&C.
• Monitor and process all credit card transactions for applicable P&C members.
• Organize travel for all P&C staff by obtaining formal approval, making travel arrangements, and preparing travel expense reports for approval by the Director.
• Support administrative functions related to special projects, initiatives, and events, as required.
• Assist with coordination and organization of meetings, as required, including logistics, catering, bookings, equipment, and meeting preparation.
• Coordinate the day-to-day operational and administrative activities by organizing the incoming flow of work, prioritizing incoming requests, maintaining agendas and a control system, and following up to ensure a timely response.
• Provide real-time support during meetings, including minute-taking and following up on action items, as required.
• Monitor the budget for the Director, including consulting with management for their budgetary needs and the preparation of the annual budget, inputting data, ensuring purchase orders and invoices are submitted for approval and payments, and preparing budget information on a regular basis.
• Assist where required including, but not limited to, recruitment and special projects related to the Director's portfolio.

Assistant to the Director, People & Culture Qualifications

Education and Experience

• Undergraduate degree, with preference given to a degree in Business Administration, with a specialization or certificate in Human Resources or a related field, and
• Minimum of two (2) years experience in an administrative support role, or an equivalent combination of education and experience, is required.

Knowledge and Skills

• Excellent communication skills both written and verbal required.
• Ability to work independently and in a team environment.
• Understanding of, and demonstrated ability to uphold, confidentiality.
• Ability to understand and comply with financial and budgetary policies and procedures. 
• Excellent interpersonal skills with the ability to represent the university professionally in interactions with internal stakeholders and/or external communities.
• Excellent administrative and organizational skills with the demonstrated ability to take initiative and prioritize work in a high-volume office.
• Ability to multitask and work under pressure in a dynamic environment.
• Ability to work effectively with people of diverse backgrounds, styles, and abilities.
• Innovative problem-solver.
• Moderate understanding of technology for collaboration; strong computer skills (Google Workplace is preferred).
• Commitment to understanding Algoma University’s Special Mission and the Seven Grandfather Teachings.

How To Apply  

To express interest in this opportunity please apply online by clicking: https://meridiarecruitment.ca/Career/17032

For more information about this exciting opportunity please contact Mark Gillis, Partner, at mgillis@kbrs.ca or Natalie Lagace, Recruitment Specialist, at nlagace@kbrs.ca. If you require accommodation to participate in the recruitment process, please let Mark know.

Algoma University is strongly committed to fostering diversity and inclusivity within our community and is an equal opportunity employer. The university invites and encourages applications from all qualified candidates from equity-seeking groups, (Indigenous peoples, racialized persons, women, persons with disabilities, and 2SLGBTQQIPA+ persons) who may contribute to further diversification of our Institution. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, upon request, accommodation will be provided by Algoma University throughout the recruitment, selection and/or assessment process to applicants with disabilities.

Algoma University will provide support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant’s accessibility needs. If you require accommodation in order to participate as a candidate in the recruitment process, please contact accommodate@kbrs.ca or Mark Gillis, Partner, at mgillis@kbrs.ca or Natalie Lagace, Recruitment Specialist, at nlagace@kbrs.ca.