HR & Payroll Specialist

at  Fraser Academy

ABOUT FRASER ACADEMY:

Fraser Academy (FA) is an independent school in Kitsilano, Vancouver, BC serving students in Gr. 1-12 with dyslexia and language-based learning differences through day and outreach programs. We serve a gap in the system where approximately 20% of the student population is under-served by mainstream education. The ripple impact of our programming also adds great social value. While our student population has skills and strengths which are in demand in the 21st century, it can also be vulnerable to mental health, substance abuse, higher drop-out rates, and other risks when not supported.
We are proud to be at the forefront of educational practices, providing a learner-centric environment with the most effective research-based methods to optimize personalized learning, cognitive, social and emotional development, and post-secondary opportunities setting our students up for a successful life. For more information please visit us at www.fraseracademy.ca.
Position Type: Permanent, Full-Time
Reports To: Chief Financial & Administrative Officer

POSITION SUMMARY:

Reporting to the Chief Financial & Administrative Officer, and also with accountability to the CEO and Head of School, the HR & Payroll Specialist is responsible for the day-to-day operations of Human Resources and Payroll including: employee data management, recruitment, performance management, and payroll & benefits. This position is part of the Business Office and its priority to provide outstanding service to its various stakeholders, while championing ongoing improvement and efficiencies.

CORE COMPETENCIES AND SKILLS:

• High degree of diligence, efficiency and attention to detail.
• Proactive, self-starter with strong ability to deliver on priorities and deadlines by staying organized, managing time and work effectively under pressure.
• Embodies being a life-long learner committed to continuous improvement personally, professionally and within the organization.
• Positive “can do” attitude with high level of professionalism with the ability to work independently and collaboratively when needed.
• Excellent interpersonal skills and a service first attitude, with ability to establish and maintain relationships across the organization dealing with a diversity of people in a calm, courteous, and effective manner.
• Excellent oral and written communication skills.
• High degree of confidentiality, tact, discretion, and sound judgment.
• Problem solver, identifying key information/ issues, for effective resolution.
• Acknowledges, reflects upon and challenges one’s own biases and assumptions. Recognizes and addresses personal and institutional assumptions and behaviours that create barriers to inclusion.

REQUIREMENTS:

• Relevant Bachelor’s degree such as Human Resources, Law or Business Administration.
• HR Certification (e.g. CPHR, CCP) is preferred.
• 3+ years HR experience (with experience in the education sector considered an asset).
• Proficiency in software like MS Office, Google Suite, and HR Software.
  To apply, please submit a resume and cover letter to hr@fraseracademy.ca. Only shortlisted candidates will be contacted. Thank you for your interest. We look forward to hearing from you.
  FA offers an exceptional and stimulating environment, along with competitive employment packages. The annual salary for this position falls within the range of $58,000 to $70,000. The final salary will be determined based on experience and education.
  We are committed to building a diverse and inclusive workforce by encouraging applications from all qualified job seekers, including those from traditionally underrepresented communities.

• General HR Administration
• Oversees, implements and administers a best practice HR program.
• Gathers and analyzes HR metrics e.g. recruitment, retention, turnover, time to hire, etc. to support data driven decisions, making and implementing recommendations for the Executive Team.
• Coordinates and assists Executive Team, leadership and managers in drafting and maintaining current job descriptions for all staff.
• Facilitates the job classification process e.g. management and support positions, exempt and non-exempt employees for overtime purposes.
• Ensures and maintains an up to date organization chart.
• Advises Executive Team on compensation benchmarks consulting with external professionals or by staying current on relevant benchmarks.
• Performs other duties as assigned including attendance at RRSP, Health & Safety and Committee meetings.
• Employment Standards, Policies, Handbooks & Documents
• Stays current, and has expert knowledge, on legislation and regulations (e.g. Employment Standards, Human Rights Code, and Freedom of Information) affecting the workplace, providing material updates and advice to the Executive Team as well as information and general advice to management and staff while ensuring organizational compliance.
• Maintains, and creates as applicable, up to date policies, procedures, practices, staff handbooks; helps staff understand and adhere to such.
• Ensures contracts, agreements and other relevant documents are in place to assist with governing terms and conditions of employment, maternity and other leaves, and termination of employment.
• Provides employee requested docs. such as letters of employment.
• Payroll & Benefits
• Processes bi-monthly payroll including RRSP, leaves etc. and administers benefits programs; supports HCSA process.
• Administers the online payroll system (ADP) and maintains the employee database with benefit providers.
• Responds to employee queries; supports claims processing.
• Prepares reporting and filing as required e.g. Giving, RRSP, Benefits, and WCB, WorksafeBC, teacher status for Min. of ED & Childcare.
• Time-off, Leave and Sick Time Process Management.
• Prepares T4s and Record of Employments as required.
• Reviews, verifies and calculates timesheets for employees and TOCs.
• Updates compensation etc. for all employees in the database & for payroll.
• Prepares various year end audit working papers incl. vacation accruals.
• Recruitment, Onboarding & Offboarding
• Works with hiring managers on managing the full-cycle recruitment process, including providing sound recruiting advice and ensuring objective and inclusive processes.
• Participates in and coordinates the screening process (to ensure only qualified candidates are brought forward) and interview process, including design of interview questions and other assessments.
• Runs the onboarding and offboardng processes ensuring smooth operation and that all tasks are completed in a timely manner.
• Manage the Criminal Records Check process from new hire to renewals.
• Employee Relations
• Works with, including advising, managers/supervisors on performance issues (including how to place an under-performing employee into performance management), difficult conversations etc.
• Ensures an effective annual appraisal review process for all employees.
• Subject matter expert regarding advising on and executing terminations, including the drafting of termination letters and releases (as applicable) only seeking legal advice where such matters can’t be handled internally.
• Identifies, develops and delivers (or brings in other experienced professionals to deliver) training programs (including the provision, or procurement, of associated materials) within the PD budget.
• Employee Record & Process Management
• Oversees and maintains an accurate HR database (BambooHR) and ensures appropriate filing and retention of employee records.
• Develops and runs reports from database, including analytics that inform key organization decisions.
• Ensures database is used correctly by all staff e.g. requesting time off, and approval of such by supervisors, providing training and technical support.