Senior Human Resources Coordinator

at  Xenon Pharmaceuticals Inc

WHO WE ARE:

Xenon Pharmaceuticals (NASDAQ: XENE) is a neuroscience-focused biopharmaceutical company committed to discovering, developing, and commercializing innovative therapeutics to improve the lives of people living with neurological and psychiatric disorders. We are looking for great people who thrive in a respectful, collaborative, inclusive, and productive culture to join the Xenon team.

WHAT WE DO:

We are advancing an exciting product pipeline to address indications with high unmet medical need, including epilepsy and depression. Our flagship azetukalner program represents the most advanced potassium channel modulator in clinical development for multiple indications. Building upon the positive results and compelling data from our Phase 2b “X-TOLE” study in adult patients with focal epilepsy, our Phase 3 epilepsy program includes multiple clinical trials evaluating azetukalner in patients with focal onset seizures and primary generalized tonic-clonic seizures. In 2024, we are planning to initiate a Phase 3 azetukalner program in major depressive disorder, based on topline data from our Phase 2 “X-NOVA” clinical trial. In addition, we are proud of the leading-edge science coming out of our discovery labs, including early-stage research programs that leverage our extensive ion channel expertise and drug discovery capabilities to identify validated drug targets and develop new product candidates. Backed by a strong balance sheet to support our growth plans, we continue to build a fully integrated, premier neuroscience company with strong discovery, clinical development, corporate, and commercial operations.

QUALIFICATIONS:

• Bachelor’s degree in Business Administration with a specialization in Human Resources Management is desired; degrees in Commerce or Psychology may be considered.
• 4+ years of Human Resources experience in an operational and administrative capacity
• Excellent computer and software skills, specifically with Microsoft products (Outlook, Teams, Word, Excel, PowerPoint). High aptitude for learning new technology/systems.
• Previous experience with Dayforce (Core, Onboarding, Recruitment, Performance, Report Writing) is an asset.
• Knowledge of and experience with Canadian and US employment, human rights, privacy and immigration laws is preferred.
• High standard of ethics, confidentiality and diplomacy in handling of sensitive information, exercising sound judgment and maturity.
• Outstanding organizational and time management skills with a proven ability to meet deadlines.
• A self-starter who displays a strong desire to take initiative and a proven ability to be resourceful; identifies/anticipates issues and resolves problems in a timely manner using solid analytical and problem-solving skills.
• Strong interpersonal skills by focusing on developing long-term relationships with all levels in the organization to facilitate work efforts, alignment, and collaboration.
• Flexibility to work within constantly changing priorities and being able to prioritize responsibilities accordingly to meet deadlines in a positive and calm manner.
• Ability to work effectively in a dynamic/matrix team setting; collaborating with various team and cross-functional members on different tasks and projects.
• Excellent verbal, written and presentation skills.
• Process oriented with a high attention to detail.
• Ability to work MT or CT time zone hours is preferred; ability to work non-standard hours in special circumstances.
  The base salary range for this role is $63,200 to $79,900 CAD; we will consider above this range for exceptional candidates. Base salary is determined by a combination of factors including, but not limited to, education and other qualifications, years of relevant experience, and internal equity.
  Our Total Rewards program includes base salary, target bonus, and stock options, as well as a full range of benefits including medical, dental, vision, short-& long-term disability, accidental death & dismemberment, and life insurance programs, Employee Assistance Program, travel insurance, and retirement savings programs with company matching contributions.
  Xenon encourages time to rest and re-charge through vacation, personal days, sick days, and an end-of-year company shutdown. Xenon highly values employee development and has an expanding Training, Learning & Development program, including a Tuition Assistance program for advanced degrees.
  US positions only: Xenon Pharmaceuticals USA Inc. participates in the E-Verify program in all states in which we hire. Learn more about the E-Verify program here.
  To apply for this position, click Apply Now to complete the application. We thank all applicants for their interest; however, due to the volume of applicants, only those chosen for interview will be contacted

ABOUT THE ROLE:

We are seeking a Senior Human Resources Coordinator to join our HR Operations team. The Senior Human Resources Coordinator is responsible for ensuring the entering and coordination of data, documents and processes into the various HR systems in an accurate and timely manner to ensure flawless execution. As a representative of the HR team, the successful candidate will work to ensure the department and company processes are closely followed to ensure an exceptional experience for employees and candidates with regards to recruitment, onboarding and orientation activities, and other employee life-cycle activities for the operating group they support. This position will also support the recruitment coordination of executive level positions (VP and above). In addition, there will be an opportunity to contribute to various special projects. The successful candidate will gain exposure across the various HR programs with a particular focus on ensuring compliance processes and documentation are streamlined and up-to-date. This is an exciting opportunity for an individual who enjoys working in a fast-paced, data-driven, and complex organization.
This position reports to the Senior Manager, Human Resources and will be based in Vancouver, BC, Canada. The level of the position will be commensurate with the candidate’s education and industry experience. This role is a hybrid position, requiring a minimum of 2 days per week in the office.

RESPONSIBILITIES:

• Coordinate full-cycle recruitment, including drafting/sending recruitment approval forms, posting jobs in Canada and in the US, scheduling interviews/reference checks/debrief sessions, and drafting employment agreements in accordance with legal requirements. Collaborate with hiring managers and leaders to ensure interview scheduling is well-managed and prioritized accordingly. Recruitment support for executive level roles may also include additional duties such as:
• Working with executive support colleagues to schedule virtual and in-person interviews across senior team calendars, considering all the logistical activities for local and virtual interview arrangements.
• Ensuring candidate interactions and coordinating with recruitment agencies on candidate pipeline are timely and well-managed
• Making and managing all travel and accommodation arrangements and prepare detailed travel packages, including itineraries and supporting documents for senior level candidates.
• Support candidate expense tracking when required (e.g. interview expenses, relocation etc.).
• Coordinate onboarding activities, including scheduling pre-arrival communication with new hires, supporting hiring managers with the Manager Checklist, arranging Corporate Orientation schedules with internal trainers, administrating applicable work authorization processes such as Form I-9 verifications and following up with new hires to ensure required corporate training is completed.
• Coordinate employee life-cycle activities including but not limited to tracking annual objectives and performance management activities, drafting employee change forms and letters, compensation administration, and departure letters.
• On a regular basis, ensure high quality and accurate data entry and maintenance activities for Xenon’s Human Resources Information System (HRIS) Dayforce, for Core, Recruiting, Onboarding and Performance modules in collaboration with the HR team.
• Collaborate with the Payroll team to ensure timely submission of HR information as required.
• Support the delivery of Xenon’s student programs with hiring managers and the local post-secondary institutions, as applicable.
• Support the administration of Xenon’s Recognition programs, including employee communications, maintaining and utilizing our e-gift card system, collecting utilization metrics and feedback and rolling out incremental improvements.
• Provide new hire and tenure data to Corporate Affairs/Communications for Town Hall and Department Head meetings in a timely fashion. Information is reviewed by an HR team member for accuracy and quality.
• Act as a key point of contact for updating processes and maintaining documents in accordance with regulations for various employment processes (e.g. Form I-9 verifications and documentation, E-Verify submissions, multi-jurisdictional US workplace employment posters, etc.).
• Stay up to date with relevant training and processes for relevant systems and tools that Xenon utilizes.
• Provide clear information and explanations to employees regarding established and routine human resource programs, policies, and procedures. As necessary, exercise judgment and escalate sensitive and/or complex matters to a senior member of the HR team in a timely fashion.
• Coordinate all aspects of HR administration in accordance with set guidelines, including but not limited to maintaining employee files, preparing org charts upon request, expense management, maintaining templates and business records and other duties as assigned.
• On a regular basis, coordinate invoices, conduct HR Credit Card reconciliations, and track HR Budget in accordance with our Annual Operating Plan (AOP). Ensure invoices are appropriately coded and approved in accordance with the Approvals Matrix, as required. Support quarterly accrual amounts with Program Leads and Finance upon request.
• On occasion, provide administrative support to the Executive Vice President, Human Resources, including calendar management, travel arrangements and preparing expense reports.
• Conduct all behavior in a professional and respectful manner while maintaining confidentiality.
• Conduct work with a high level of accuracy and quality; proactively seeking ways for process improvements and streamlining.
• Act in accordance with Company policies, including, for example, the Code of Business Conduct and Ethics and ensure policies are understood and followed.
• Other duties as assigned.