Executive Assistant + Human Resources Office Coordinator

at  Emily Carr University of Art Design

REQUIRED QUALIFICATIONS

• A bachelor’s degree in a related discipline.
• Minimum three years related experience, preferably in a unionized post-secondary environment.
• Or an equivalent combination of education and experience.
• Well-developed computer skills (i.e. Microsoft Office) and HRIS (i.e. Colleague).
• Web content development skills would be considered an asset.
• Ability to effectively build relationships with a diverse population of students, staff, faculty, and the public.
• Ability to perform a variety of tasks simultaneously and with frequent interruptions.
• Ability to perform duties with minimal supervision and to contribute effectively in a team environment.
• Ability to work with confidential material and situations.
• Ability to exercise good judgement and tact.
• Excellent oral and written communication skills.

• Provides confidential executive assistant support to the AVP Human Resources, by: a. organizing meetings and community gatherings at the direction of the AVP; b. managing relevant video and teleconference platforms; c. preparing financial statements, memos, invoices, letters, and other documents; d. filing and retrieving corporate records, documents, and reports; e. researching and collecting data on a variety of HR related topics; f. helping prepare for meetings; g. reading and analysing incoming memos, submissions, and distributing them as needed; h. opening, sorting and distributing incoming faxes, emails, and other correspondence; and i. Provide general administrative support.
• Provides expertise on the use, and troubleshooting, of the applicant tracking system and new hire onboarding solution. Maintains an effective relationship with the vendor and acts as an internal liaison between the HR area and the vendor when troubleshooting the application, renewing contracts of service, and developing projects to customize the solutions. Provides training and information to the HR team and to community users as appropriate.
• Advises, supports and administers the Student Engagement policy and procedures, and the Model hiring procedures, which includes: a. Setting up hires into the HRIS; b. Advises hiring leaders on compensation levels, and advises on student service stipends (with an emphasis on maintaining an equitable approach to student stipend support); c. Creates, organizes, and maintains files; Communicates with hiring supervisors regarding hiring process, GL codes, timesheets, etc; Monitors required paperwork and follows up on incomplete forms; f. Tracks and follows up on Social Insurance Number expiry dates for international students; and g. Liaises with Financial Services regarding a variety of payroll related matters and works with Financial Services in updating relevant pay rate sheets, etc.
• Provides website administrative support and is responsible for all web content management functions.
• Assists in the administration of the recruitment of the department for staff, administrative and faculty hiring, including handling inquires related to the application process.
• Completes all routine office duties (incoming and outgoing mail, photocopying, distribution of documents, filing, ordering supplies, re-filling forms, etc.). Word processes, scans, files, photocopies, etc. a variety of materials such as letters, memos, and reports. Composes routine correspondence.
• Oversees the student course evaluation system, including providing students and faculty with online evaluation information, procedures and timelines. In collaboration with Institutional Research, processes evaluation summaries and distributes to faculty. Tracks evaluation response rates and flags as appropriate.
• In collaboration with University Events team, assists with the organization of Human Resources events, including developing event plans, monitoring budgets, and coordinating logistics (i.e. venue bookings, catering, décor, invitations).
• Provides coordination support for AVP, Human Resources relative to policy advising and/or investigations.
• Provides administrative assistance to the HR Advisors for special projects and periods of work subject to workload and availability.
• Submits applications for Criminal Record Checks, provides results to contacts as necessary, and follows up on expiry dates.
• Answers the telephone, greets visitors, and provides general information for the Human Resources Department in person and via telephone, fax, and email.
• Maintains the yearly HR calendar of activities.
• Prepares and posts signage for class cancellations for absent faculty.
• Performs other related duties as required.