Human Resources Assistant

at  Douglas College

WORK ARRANGEMENTS

This temporary full-time position is available starting December 2, 2024. Regular hours of work are 8:30 am to 4:30 pm, Monday to Friday. Travel between Douglas College’s locations as required. Douglas College (DC) is committed to supporting a healthy work/life balance for employees. College employees may be eligible to work from home on a part-time basis, subject to operational requirements and approval by their Responsible Administrator.

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 designated HR Manager, 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, special projects, 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;
• Provides administrative support to the Office of the AVP HR and Organizational Development department, overseeing and administering related processes and systems, special projects and initiatives.
• Establishes, organizes and maintains a variety of electronic and paper-based records, including confidential/restricted files, ensuring compliance with Freedom of Information and Protection of Privacy legislation; and archives/retrieves physical files from storage on and off site.
• 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.
• Administers and updates electronic systems such as onboarding, offboarding, testing, SharePoint, website, and provides direction and assistance to new employees and other systems users at the College.
• 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, including collective agreement interpretation queries.
• Participate fully in special projects related to Human Resources matters such as the Retirement Reception, Employee Recognition, Training and Development, New Employee Welcome Event, New Employee JumpStart Sessions, recruitment fairs, or others as assigned by the AVP Human Resources Office.
• Identifies, recommends, develops, and participates in the implementation of strategies to improve efficiency and effectiveness of processes.
• Dispatches On-Call Auxiliaries and manages the On-Call Database, ensuring adherence to the BCGEU Collective Agreement;
• 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.

We offer the opportunity to do what you do best in an inclusive, collaborative and collegial environment. At Douglas, our goal is to ensure our people are valued and supported by promoting a healthy work-life balance, professional growth, and development, as well as a safe and respectful workplace.

• Transit-accessible campuses
• Hybrid work arrangements for eligible positions
• Competitive salaries
• Excellent Health and Dental Benefits for eligible positions
• Defined-Benefit Pension Plan for eligible positions
• Professional Development funding
• Access to our Fitness Centres and Classe