Administrative Assistant, Human Resources Apply Online!

As a key member of the Human Resources Team, the Administrative Assistant provides a complete range of administrative support and expertise to the Unit. In a fast-paced environment, the position reports directly to the Director of Human Resources but works closely with and takes direction from all members of the HR Team. Multi-tasking and superior organization skills are key to supporting this Unit.

The Administrative Assistant is expected to work independently, while helping the HR Team build and maintain a solid administrative foundation in terms of records management and administrative support.

Responsibilities

Responsibilities may include but are not limited to the following:

• Confidentially reviews and handles the HR Unit’s incoming regular and electronic mail and demonstrates initiative in determining appropriate course of action.  Reads internal and external correspondence, addresses issues as appropriate and responds directly and/or escalates to another member of the HR team.
• Schedules meetings, books rooms, and organizes video/teleconferences for Unit or committee members ensuring that all necessary arrangements are made. Committee support includes creation and distribution of agendas, recording and preparation of meeting minutes, coordination of follow-up required, dissemination of documents, etc.
• Prepares, edits and proofreads correspondence, reports, presentations, and other required material/documentation. Prepares graphs, charts, spreadsheets, and schedules to aid unit members.
• Undertakes routine administrative tasks including arrangements for printing, photocopying, collation of documents, coordinating catering and travel arrangements, and completing relevant reconciliations.
• Using approved NOSM University standard procedures, develops, updates and maintains electronic and hard copy files, which are often highly confidential, in order to retrieve information using knowledge of filing systems and retrieval.

Unit specific responsibilities:

• Provides administrative support through all stages of the recruitment process (i.e. sets up and maintains competition files for all postings including creation of posting number, creation of a file and organzing applications in correct folders and responds to candidates on routine matters; posts job vacancies on Internal and External websites and distributing vacancies to local career centres and/or recruitment sites; drafts and sends invitation letters and organizes the interviews, drafts offer letters for signature, etc).
• Responsible for ensuring HR SharePoint web pages are current and up to date. This includes publishing content, ensuring HR electronic file structures are maintained and organized for ease of use. Maintains content on NOSM U Human Resources web pages.
• Assists the HR Consultants with special projects, as required.
• Prepares/processes appropriate documents for submission to the Finance Unit for processing purchase card reconciliation, payment of invoices, request for payment, purchase orders, budget transfers, equipment orders, etc.
• Maintains and monitors office supply inventory levels; places orders as required
• Creates graphs/charts and spreadsheets for HR Unit. Processes and maintains Human Resources personnel files for all employee classifications. Maintains some HR metrics and produces reports as required by the Unit.  Responsible for retention and archiving of all personnel records and other HR related records – both electronic and paper. Ensuring accurate and organized records as maintained at all times.
• Administratively supports the tuition benefit process by receiving and verifying eligibility of employee and dependent applications, drafting and sending letters to universities, maintaining tracking spreadsheet, and collecting required documentation from employees and dependents in accordance with the Tuition Benefit Policy and Procedures.
• Maintains a database for the NOSM University Professional Development Fund. Receives all applications and liaises with Finance and NOSM University portfolios to process applications.
• Ensures the proper administration of the collective agreement provisions / union issues and tracks human resources issues for monthly Human Resources reporting.
• Assist with research for various policies, grievances, negotiations, arbitrations, as requested.
• Monitors the collective agreements for important dates in order to update the HR Consultants on upcoming deadlines; drafts and sends reminders to employees regarding collective agreement deadlines (i.e. annual reports, application deadlines, etc.) Tracks, follows up, records and files all collective agreement requirements (i.e. annual reports, workload assignments, etc.)
• Supports labour relations committees such as LMC, JCC by preparing the agenda, scheduling the meeting and preparing and sending out the documentation, taking minutes, producing action item lists, etc.
• Updates classification lists and compensation schedules/tables in accordance with the CAs.
• All other duties as assigned.

Qualifications

Education

• A college diploma, preferably in Office Administration, Business Administration or other administrative-related discipline, from a recognized post-secondary institution with Canadian accreditation or an equivalent combination of education and experience is required.

Knowledge, Skills and Abilities

• A minimum of three (3) years of relevant work experience is required
• Experience working in Human Resources is considered an asset
• Demonstrated time management and multi-tasking skills
• Ability to adapt to new technology
• Ability to deal with people sensitively, tactfully, diplomatically, and professionally at all times
• Ability to respond quickly in a dynamic and changing environment
• Ability to work individually as well as part of a team
• Proven ability to perform under pressure, manage multiple priorities and meet tight deadlines.
• Proficient in Microsoft Office programs (including Word, Excel, and PowerPoint)
• Strong writing, editing, and proofreading skills
• High flexibility with strong interpersonal skills that allow one to work effectively in a diverse environment
• Experience with database entry and spreadsheet management is required
• Demonstrated experience recording and transcribing formal and/or informal minutes is required
• Superior organizational skills
• Superior telephone manners and strong interpersonal skills

Language

• Must be able to communicate effectively in English (verbally, written and comprehension)
• French/Indigenous language skills would be considered an asset

Existing Vacancy: Yes