Administrative Assistant, Human Resources

As a member of the Human Resources Team, this position’s primary purpose is to provide a complete range of administrative support and professional Administrative Assistant level expertise to the Unit.

In a fast paced environment, the position reports directly to the Director of Human Resources but will be given tasks from all team members. Multi-tasking and organization are key to supporting this Unit.

Responsibilities

Tasks include but are not limited to the following:

• Opens and distributes incoming regular and electronic mail and other material and coordinates the flow of information internally and with other units and organizations. Prepares replies on routine matters on behalf of the HR Unit.
• 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 agenda, 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.
• Supports various committees by preparing minutes, scheduling and preparing meeting documentation.

Unit specific responsibilities:

• Assists and answers questions and inquires as reception for the Human Resources Office; in person and over the phone and is the first point of contact for the HR@nosm.ca email account.
• In collaboration with the HR Coordinator, posts job vacancies on Internal and External websites and distributing vacancies to local career centres and/or recruitment sites. Sets up and maintains competition files for all postings including creation of posting number, creation of a file and organizing applications in correct folders and responds to candidates on routine matters. Drafts offer letters for signature.
• 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 waiver process by receiving and verifying eligibility of waivers, drafting and sending letters to universities, maintaining tracking spreadsheet, and collecting required documentation from employees in accordance with the Tuition Waiver 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 CA.
• All other duties as assigned.

Qualifications

Education

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

Knowledge, Skills and Abilities

• Minimum of one (1) year related experience is required
• Understanding of Labour Relations, Collective Agreements and HR would be an asset.
• Knowledge of principles and practices of Human Resources management and of best practices and professional standards in the field of Human Resources would be an asset
• Demonstrated time management 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
• 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 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 asset

Working Conditions:

• Working in a busy office and virtual environment with frequent interruptions
• Occasional overtime and travel