QUALIFICATIONS

A one-year certificate in Human Resources or Business Administration together with a minimum of three years’ related experience, in a confidential capacity, preferably in a post-secondary environment. An equivalent combination of education and experience may be considered.
Familiarity with university structures, policies and procedures is preferred. The candidate must be proficient in the use of MS Word/Excel/Outlook. Experience working with HRIS systems is required, and experience with the Banner HR system would be considered an asset. Exceptional interpersonal and customer service skills are necessary with demonstrated proficiencies in written and verbal communication and the ability to solve problems to ensure client satisfaction is balanced with departmental success. The candidate must have a proven ability to work in a team environment using a collaborative approach with both internal and external stakeholders, interacting in a highly professional and confidential manner.
The ability to work independently and demonstrate initiative in a busy and sometimes stressful environment is critical, with the flexibility to assist where needed and work as an active team member. It is critical to exercise good judgment and diplomacy, deal effectively and professionally with staff and faculty, management, students and the public. The successful incumbent will possess strong analytical skills and demonstrate the ability to find effective solutions to organize their time and meet challenges. A working knowledge of the Freedom of Information and Protection of Privacy Act (FIPPA) should be demonstrated.

PURPOSE

Reporting to the Lead, Talent Acquisition within the new Office of Shared Services, the Human Resources Assistant (HRA) provides administrative support to the Talent Acquisition team and Office of Shared Services generally. This position is integral to operations, client service and the success of Shared Services, and overall institutional Human Resources strategy, as it relates to the University goals and strategic priorities. This includes providing professional and informed service to the University of Northern British Columbia (UNBC) community, focusing on user experience as a front-line team member, development and maintenance of administrative processes and procedures, event planning, and communications to internal and external stakeholders.

RESPONSIBILITIES

• Responding professionally to inquiries from management, faculty, staff, students, the public, and other internal and external contacts with a level of institutional awareness;
• Greeting users as they enter the Shared Services space or over the phone, and providing wayfinding services as appropriate;
• Working as part of a broader team to develop effective service practices and efficiencies;

Assisting with the end-to-end recruitment process for faculty and staff, including posting job advertisements, scheduling interviews, and coordinating candidate communications;

• Maintaining confidentiality and accuracy in handling candidate and employee information;
• Ensuring proficiency is developed and maintained in the HR information system (HRIS), Banner, to quickly and accurately access records;
• Interpreting employee job records and wages for employment verifications;
• Identifying and recommending priorities and strategies for process improvements within a larger Shared Services process improvements initiative;
• Organizing and planning special events;
• Liaising with internal service providers (e.g. Facilities, Catering, Copy Services, Bookstore, Human Resources, Finance, Purchasing);
• Administering processes such as reconciliation of credit card statements, invoices, contracts, and related purchasing orders, and cheque requisitions;
• Assisting with candidate travel and relocating new staff and faculty by coordinating travel, submitting web requisitions, and processing claims;
• Supporting information gathering and data collection for Freedom of Information (FOI) requests;
• Maintaining electronic and hard copy filing systems, records and databases, and producing spreadsheets and reports as requested;
• Authoring, proofreading, and formatting a range of written materials including official correspondence, Human Resources materials, documentation, and web content;
• Coordinating and supporting meetings and committees, including room bookings and catering; and
• Ensuring general office space, physical and digital data management, and supplies inventory is maintained for a professional customer service-oriented work environment.