Human Resources and Administrative Coordinator

COVID 19 On-Campus Requirements

Prior to May 1 2022 the University required all students faculty staff and visitors (including contractors) to declare their COVID-19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in in-person University activities. These requirements were suspended effective May 1 2022 but the University may reinstate them at any point.

About Queens University

Queens University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research faculty administration engineering & construction athletics & recreation power generation corporate shared services and many more.

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women racialized/visible minorities Indigenous/Aboriginal peoples persons with a disability persons who identify in the LGBTQ community and others who reflect the diversity of Canadian society.

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Applicant Guidance & Information

At Queens we are committed to helping people achieve their best. Whether you are beginning your career at Queens or seeking your next opportunity we are here to support you. Visit our Applicant Resources for guidance on applying showcasing your skills and experience and preparing for interviews.

Disclaimer: As part of the application process at Queens University our recruitment system uses Artificial Intelligence (AI) as defined under the Ontario Employment Standards Act to ask job-related questions and confirm eligibility for hire. All final hiring decisions are made using non-AI related processes.

Job Summary

Reporting to the Manager Human Resources the Human Resources and Administrative Coordinator (Coordinator) supports the Athletics & Recreation (A&R) Department by coordinating day-to-day Human Resources (HR) and administrative functions including recruitment hiring onboarding and casual payroll processing. As the first point of contact for all inquiries to the A&R HR department the Human Resources and Administrative Coordinator supports A&R managers and employees with inquiries related to employment.

The role supports the application of HR processes policies and legislative requirements and supports managers and employees in the interpretation and application of collective agreements. The Human Resources and Administrative Coordinator addresses all matters with a high degree of confidentiality and discretion. The incumbent also maintains records management systems and supports departmental Human Resources projects and initiatives.

Job Description

KEY RESPONSIBILITIES:
As a primary contact and representative of the Athletics & Recreation Human Resources department maintain up-to-date knowledge of Queens University policies and procedures applicable legislation (including the Employment Standards Act) and collective agreements and apply this knowledge to support accurate and compliant HR and payroll processes across the department.
Respond professionally to inquiries and requests received in person by email or phone; provide accurate information and consultative advice related to HR best practices policies payroll administration and HR systems in a timely fashion;
Answer questions within established guidelines; bring sensitive or unusual issues to the attention of the Manager Human Resources; remain knowledgeable about Queens A&R procedural guidelines Queens University policies payroll and benefit information timelines and forms and related processes
Responsible for payroll processing and troubleshooting assess and resolve issues which may impact running payroll. This may include preliminary investigation of issues gathering data or contacting managers and employees as required.
Provide operational support to the Manager Human Resources by serving as the Athletics & Recreation subject matter expert for HR systems. Maintains a high level of proficiency across HR platforms prepares reports supports data analysis and ensures employee data is entered audited and maintained accurately and in a timely manner.
Provide confidential administrative and coordination support to the Manager Human Resources in recruitment hiring processes employee matters and workforce planning activities.
Identify system and process improvements; make recommendations for changes to the Manager Human Resources and plan and facilitate implementation and dissemination of changes.
Support the Manager Human Resources with onboarding and employee integration by coordinating new hire orientation activities and helping familiarize new employees with university policies processes and resources. Provide recommendations to enhance orientation content and delivery to improve the overall onboarding experience.
Work closely with other HR departmental units to provide effective and comprehensive human resources support to clients. Provide exceptional customer service when working with Human Resources colleagues departmental leaders employees and the public.
Act as the A&R Office timekeeper by processing and maintaining confidential payroll data for full-time and casual staff including regular hours vacation overtime lieu time and leave records ensuring accuracy confidentiality and compliance with established deadlines.
Manage the departmental time and attendance system for full-time employees by maintaining employee profiles and system access (adding/removing users) loading vacation entitlements and ensuring accurate leave and attendance records. Escalate complex or unresolved issues to the Manager Human Resources as required.
Complete monthly payroll deduction processes for full-time employees by accessing confidential payroll information within the FAST financial reporting system ensuring accuracy data integrity and adherence to established university timelines and requirements.
Create and maintain casual contracts in PeopleSoft including verifying coding and inputting time and pay data while reviewing and validating employment contracts certifications and required documentation (e.g. CPIC) for completeness and compliance prior to processing in iWork and acQuire. Verify financial coding (GL) accuracy across systems.
Monitor and audit employee expense reimbursements (ERS) ensuring compliance with financial policies approval requirements and system controls. Provide guidance to staff on process requirements and compliance expectations.
Support the Manager Human Resources in administering professional development approvals and reimbursements including tracking documentation and process coordination.
Proactively monitor term contract end dates and follows up with department leaders to facilitate timely extensions or off-boarding.
Provide administrative and coordination support to the Manager Human Resources in the planning and delivery of full-time staff I-EDIAA education sessions while also supporting employment equity processes by tracking equity-related and mandatory training completion for A&R staff maintaining compliance records following up with individuals to ensure completion and assisting with equity diversity inclusion accessibility and anti-racism initiatives including liaising internally to coordinate training opportunities as available.
Take a lead role with various HR strategic projects in close partnership with the Manager Human Resources and other A&R partners that improve HR service delivery at A&R including collection of current state information researching best practices and developing future state recommendations.
Provide support to the Manager Human Resources in the implementation of project plans.
Provide comprehensive administrative and operational support to the Athletics & Recreation (A&R) Human Resources Department including scheduling correspondence records management meeting coordination reporting and committee support.
Promote a culture of inclusion that embodies A&R values with a commitment to the universitys I-EDIAA initiatives designed to foster an inclusive supportive and welcoming work environment for individuals with diverse backgrounds and identities.
Participate in departmental committees and working groups contributing to HR and financial initiatives as required.
Support coordination of A&R intranet updates to ensure the timely and accurate maintenance of the A&R intranet as appropriate including determining layout information and links.
May supervise day-to-day activities of HR students/interns.
Undertake other duties as required in support of the Department.

REQUIRED QUALIFICATIONS:
Completion of a post secondary diploma in Human Resources Management. University degree in related area considered an asset.
Minimum three-years of work-related experience in a human resources environment preferably within the post-secondary sector or comparable institution.
Advanced computer knowledge including proficiency in Microsoft Office including Outlook Word PowerPoint and Excel as well as database programs.
Knowledge of both university and departmental structures including procedures and administrative systems considered an asset.
Demonstrated ability to learn new software and programs. Experience with PeopleSoft & iWork is considered an asset.
Knowledge of HR related legislation policies AODA and best practices.
CHRP Designation preferred.
Consideration will be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
Excellent customer service skills with the ability to handle difficult situations with tact and diplomacy.
Excellent organizational and time management skills and the ability to work under pressure with multiple deadlines.
Excellent interpersonal and communication skills both oral and written to interact with a diverse range of people in many different contexts.
The ability to take initiative and to assess and establish priorities while working in an environment with multiple interruptions and strict deadlines.
Promote and support equity and diversity in the workplace.

DECISION MAKING:
Assess the nature of inquiries and issues and determine when to handle directly and when to engage with the A&R Manager Human Resources.
Determine how to keep the Manager Human Resources apprised of deadlines matters of urgency significant events and follow-up required on specific concerns.
Set priorities and determine which project requires the most attention within inflexible time constraints.
Determine appropriate response to administrative inquiries and decide when new information calls for further action such as distribution or verification.
Determine how when and to whom information should be distributed.
Make recommendations regarding office policies and procedures; suggest and help implement changes.
Make daily operations decisions and resolve administrative problems within guidelines as they arise referring highly unusual problems to more senior staff.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queens is strongly committed to employment equity diversity and inclusion in the workplace and encourages applications from Black racialized persons Indigenous people women persons with disabilities and 2SLGBTQI accordance with Canadian Immigration requirements priority will be given to those who are legally eligible to work in Canada.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at .