Human Resources Assistant

at  Douglas College

WORK ARRANGEMENTS

This temporary full-time position is available April 22, 2024 to September 20, 2024.
Regular hours of work are 8:30 am to 4:30 pm, Monday to Friday.
The position is based in the New Westminster campus with an option for a part-time work from home arrangement. Occasional travel will be required between Douglas College locations.

WHAT DOUGLAS OFFERS

DO what you love. Be good at it. That’s how Douglas College defines a great career. It’s a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC’s Top Employers. We love what we do. And we’re looking for passionate, motivated people to join us in making one of Canada’s best colleges even better.

THE ROLE

The Human Resources Assistant provides timely, accurate and consistent service and administrative support in the areas of HR services, operations, recruitment, employee relations, employee development, strategic initiatives and labour relations to management, supervisors and employees of the College. This position requires sound judgment and adherence to confidentiality in the application of policies and procedures.

RESPONSIBILITIES

Under the supervision of the HR Manager, Operations and Recruitment, the Human Resources Assistant is accountable for the following:

• Supports, implements, and maintains a range of administrative activities specific to the department including confidential correspondence, payroll documentation, recruitment processes such as tracking and following up on work permit renewals and credentials and assistance in employment and educational verifications, employment verifications and employee records management;
• Establishes, organizes and maintains all electronic employee records, including confidential/restricted files, ensuring compliance with Freedom of Information and Protection of Privacy legislation and archives and retrieves physical files from storage on and off site.
• Dispatches On-Call Auxiliaries and manages the On-Call Database, ensuring adherence to the BCGEU Collective Agreement;
• Organizes and carries out assignments with a high degree of judgment, confidentiality and accuracy;
• Participates as a team member on a variety of Human Resources projects, functions and events.
• Compiles, documents, enters and updates employee appointments, personal information, employee status and activity, job information, benefits information, and employee credentials in Banner HRIS while carrying out assignments with a high degree of judgment, confidentiality and accuracy.
• Reviews, confirms and ensures the integrity and accuracy of information entered into the Banner HRIS using audit reports. Assists with processing and testing related to Banner HRIS and other system upgrades.
• Liaises with payroll staff, administrative officers, supervisors and other departments to obtain information, clarifies details and makes changes to employment records.
• Manages and administers the online Employee Records system for onboarding and offboarding employees (troubleshoots, implements upgrades, explores new functionalities, etc.) and provides direction and assistance to new employees and other systems users at the College.
• Administers the full new employee onboarding process, from utilization of online onboarding to new employee jumpstart sessions, new employee welcome event and other onboarding components.
• Responds to a variety of requests by telephone, e-mail, and in-person from management, faculty, staff, students and the general public regarding human resources and other matters as they arise.
• Assists with special projects related to Human Resources matters such as the Retirement Dinner, Employee Recognition, Training and Development, New Employee Welcome Event, New Employee JumpStart Sessions, recruitment fairs, etc.
• Answers queries regarding DCFA and BCGEU Collective agreements, policies, procedures and employment guidelines.
• Identifies and refers complicated matters on issues requiring further interpretation to the Human Resources Managers, Associate Director and the Associate Vice President.
• Manages and administers the employee contract workflow using DocuSign, and acts as DocuSign process trainer and liaison for the College.
• Manages and updates department pages in the College intranet (SharePoint) and department external website (DruPal)
• Administers HR Operations and Recruitment-related surveys and questionnaires and prepares reports for analysis and further action.
• Manages the online testing systems and administers appropriate testing to identify qualified candidates.
• Identifies, recommends, develops, and participates in the implementation of strategies to improve efficiency and effectiveness of processes related to recruitment and employee services.
• In the absence of the HR Associate, Employee Health and Benefits, administers employee enrollment into College benefit plans, and assist employees with completion of various enrollment application forms and assists with the administration of disability, return to work and rehabilitation issues.
• Provides back-up to the other Human Resources Associates as required.
• Performs other related duties as required.

TO BE SUCCESSFUL IN THIS ROLE YOU WILL NEED

• Completion of a two year directly related program (such as: Human Resources Management) with a minimum of two years of experience in a unionized Human Resources environment including experience working with collective agreements and confidential issues.
• 3 years of relevant work experience related to human resources management, event management, and learning services
• Event coordination experience (i.e. training, recognition events, conferences, etc.)
• Experience with the design and creation of communication/marketing materials in multiple media formats
• Demonstrated proficiency with Microsoft Word, Excel, SharePoint and Banner HRIS (or other complex, integrated Human Resources Information System including spreadsheets and databases).
• Proven ability to meet changing priorities, to multi-task, deal with frequent interruptions, to meet Human Resources and Payroll deadlines and to make responsible decisions by exercising good judgment resulting in work that is of a high quality.
• Strong interpersonal skills and demonstrated ability to deal effectively with all employee groups on a diverse range of matters; ability to effectively organize and carry out a variety of job assignments with a high degree of confidentiality.
• Demonstrated commitment to and proficiency in client service excellence.
• Demonstrated ability to work with considerable independence, discretion, and initiative combined with the ability to work in a collaborative manner in a team environment, including exercising initiative in offering assistance to colleagues.
• Also demonstrated ability to deal effectively with conflict in a professional manner.
• Strong ability to organize tasks to meet deadlines and ensure prompt responses regarding queries and issues to employees, supervisors and management.
• Good mathematical and analytical skills with strong attention to detail.
• Excellent command of the English language, both written and oral.
  Link to the:Douglas College Core Competencies