HR & Executive Support Coordinator
HR & Executive Support Coordinator
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Job Description
Position Type:FullTime Permanent
Reports to: Finance Manager
Collaborates with: Executive Director HR & Labour Relations Advisor
Location: Hybrid (home based with some onsite meetings and work required at 1240 Gladstone or 1921 Fernwood Road.)
Union Status: Excluded
About Fernwood Neighbourhood House (FNH)
Fernwood Neighbourhood House (FNH) is a vibrant multiservice organization working on the unceded lkn (Lekwungen) lands in Victoria BC. Were dedicated to fostering an inclusive resilient and connected community by providing a wide range of programs for all ages from childcare and family support to food security initiatives intergenerational programs and community events that celebrate our diverse neighborhood. Our work prioritizes equity centers the voices of marginalized and racialized people and aims to create a welcoming environment for everyone who calls Fernwood home.
Position Summary
The HR & Executive Support Coordinator plays a key role in supporting the internal operations of Fernwood Neighbourhood House. This position ensures timely and accurate payroll and benefits administration supports onboarding and HR systems provides administrative support to the Executive Director and Board of Directors and assists with finance coordination and unionrelated processes. The ideal candidate is highly organized detailoriented and committed to upholding values of community care equity and collaboration.
Key Responsibilities
Payroll & Benefits Administration
Process biweekly payroll in accordance with current legislation and internal procedures.
Administer staff group benefits and maintain accurate enrollment records.
Track vacation leaves and entitlements; respond to staff payrollrelated inquiries.
Human Resources Systems & Onboarding
Ensure all employee documentation is complete and accurately entered in Rise People (or successor HRIS).
Maintain digital and physical employee records in accordance with privacy and retention policies.
Provide administrative support for staffrelated processes such as job postings offers and offboarding.
Create HR reports for the union funders and executive management as needed.
Finance Support
Upload and code HRrelated transactions to accounting software (e.g. QuickBooks) in collaboration with the Finance Manager.
Track grantrelated payroll expenses to ensure alignment with funder requirements.
Executive & Board Support
Provide administrative support to the Executive Director including calendar coordination document preparation and meeting logistics.
Support monthly Board meetings and Board subcommittees by preparing meeting packages and taking minutes.
Labour Relations & Staff Engagement
Coordinate and minute the Joint LabourManagement Committee once collective bargaining is implemented.
Support implementation of administrative provisions of the collective agreement (e.g. tracking of entitlements timelines).
Curate and distribute a monthly internal staff newsletter.
Support coordination and logistics of quarterly allstaff training sessions and associated planning committees.
Requirements & Qualifications
24 years of experience in administrative HR payroll or executive support roles.
Familiarity with payroll processing and employment standards in BC.
Experience with HRIS platforms (e.g. Rise People) and accounting software (e.g. QuickBooks).
Strong organizational skills attention to detail and confidentiality.
Demonstrated ability to support multiple stakeholders and balance priorities.
Experience in nonprofit or unionized environments is an asset.
Excellent communication skills and commitment to justice equity and relational workplace values.
Why Work with Us
At FNH youll have the opportunity to contribute to meaningful community programs make connections with diverse groups and be part of a supportive team that values equity inclusion and collaboration. We encourage applicants with diverse backgrounds and experiences to apply even if you dont meet every qualification. If youre passionate about community support and believe youre a good fit wed love to hear from you!
Application Process
Please apply with your resume and cover letter outlining your experience and interest in the position. This position has no set end date and will remain open until filled. We will be reviewing applications on a rolling basis so if youre interested we encourage you to apply as soon as possible. Additionally the selected candidate is expected be available to start immediately.
Fernwood Neighbourhood House is committed to equitable hiring practices and values diversity. We strongly encourage applications from individuals with lived experiences of structural inequity including Black Indigenous People of Colour LGBTQ2IA individuals and those living with disabilities.
Required Experience:
IC
Employment Type
Full-Time
