Key Responsibilities:

• Independently manage and oversee research appointment processes for assigned divisions and research centers, including appointment administration, onboarding coordination, contract management, compliance activities, and stakeholder engagement. Work closely with the Recruitment team throughout the hiring process to support recruitment-related activities, facilitate communication with hiring managers, and ensure smooth coordination of researcher appointments. Advise faculty and leadership on appointment processes, institutional policies, and operational best practices while serving as a primary liaison for Deans, faculty, HR partners, and divisional leadership
• Review, prepare, and manage employment-related documentation including appointment, renewal, reappointment, pay adjustment, and status change letters while ensuring policy compliance, appropriate approvals, and timely processing. Monitor researcher contract and appointment statuses, proactively follow up with stakeholders regarding renewals and approvals, and provide guidance on complex appointment and research grant-related matters
• Oversee and maintain accurate appointment, recruitment, and operational data across applicant tracking systems, HR information systems, and internal trackers. Prepare, analyze, and present reports related to recruitment activity, onboarding progress, operational metrics, and service delivery updates to support informed decision-making and process efficiency
• Oversee and continuously enhance the onboarding experience for new research hires, ensuring effective coordination across HR, immigration, payroll, IT, finance, and academic stakeholders. Ensure all onboarding documentation, communications, orientation schedules, system access requests, and compliance requirements are completed accurately and in a timely manner while maintaining a high standard of service delivery
• Lead and support continuous improvement initiatives within the research appointments function by identifying operational gaps, recommending process enhancements, improving reporting mechanisms, and contributing to policy and procedure implementation. Provide guidance and informal mentorship to junior team members where required, support cross-functional initiatives and special projects, and perform additional duties as assigned
• Act as the primary point of contact in the Associate Director’s absence, managing escalations, overseeing team performance, coordinating cross-functional activities, and ensuring that strategic and operational objectives continue to be delivered effectively. Provide functional leadership for annual academic appointment processes while supporting team effectiveness through mentoring, coaching, and the sharing of expertise and best practices

Qualifications:

Required Education:

• Bachelor's degree in Administration or similar

Preferred Education:

• Master's degree

Required Experience:

• 3–5 years in a dedicated HR Business Partner, HR Manager, or equivalent strategic HR role
• 7–10 years of progressive HR / Administrative experience overall
• Demonstrated experience partnering with senior leaders rather than primarily delivering transactional HR services
• Excellent Organization skills (Time and task management
• Attention to detail
• Excellent communication and interpersonal skills
• A capacity to work within a complex organizational structure being customer facing and quality of service oriented
• Be professional, resourceful and able to contribute effectively in a team environment showing mid-level leadership capabilities, having exceptional discretion, confident communications skills
• Computer and Technical skills (MS Office)
• Proactive, Flexible and Adaptable
• Capable of Multitasking
• Good analytical and numeracy skills

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