Human Resources Coordinator

At theUniversity of Waterloo we create and promote a culture where everyone can reach their full potential. As an employee you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life together. The University is a welcoming workplace for those of all abilities interests and expertise. As part of our workforce you can do what you do best every day.

Learn more about our recruitment process.

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Posting Information:
This posting is for an existing vacancy.

Term 2 years

Offered as a external contract

Job Description:

Primary Purpose

The HR Coordinator is primarily responsible to provide initial guidance and process knowledge to clients (including Managers Administrators and past/present/future employees) related to the employment lifecycle. This includes hires job changes benefit administration retirements/resignations etc. as well as ensuring integrity of the processes and data within the Workday system.

Key Accountabilities

Provide guidance support and coaching for a wide variety of client inquiries including payroll pension benefits and Workday utilization.

Provide effective customer service support at main HR Reception area in a professional manner

Responds to HR related questions in a timely manner conducts research where necessary to accurately respond to the majority of client queries. Collaborates with subject matter experts on escalated issues when required

Responsible for providing service through centralized HR Service Delivery tools including the main e-mail account (HRHelp) and HR Reception area

Provides client service in the areas of hiring for various employment types benefit events payroll information and ensuring strong processes to enable seamless processes

Correspond with benefit providers and government agencies as necessary to support employment needs or inquiry resolution

Engage with Managers to administer the staff probation tracking process

Provide direction to campus related to various business processes within Workday system and provide troubleshooting support.

Liaise with HR team and campus as necessary to support inquiry resolution

Ensures effective communication with hiring managers HR Client Services and Compensation and Benefits to support current processes

Escalate issues/inquiries as required to areas of expertise per established process

Maintain data to support effective client service measurement as required

Accurately assess create update and audit employee information to ensure alignment with organizational policies procedures and legislative requirements

Responsible for accurate data inputs to enable correct outputs from Workday related to employee life cycle events from hire through termination including personal data changes banking or tax information and benefit information.

• Knowledgeable on University of Waterloo policies procedures guidelines and current practices to support inquiries

• Responsible for defining criteria for audits (including data and process) within Workday related to employee life cycle events from hire through to termination.

• Responsible for conducting the audits investigating root cause identifying a solution and implementing the solution as applicable for employee life cycle events

• Responsible for oversight and final approval of all campus-initiated business processes to enable completion of process

• Responsible for accurate creation of employment records within the HR Management system

• Responsible to provide guidance and support to various campus stakeholders ensuring compliance with current requirements

• Responsible for creating and maintaining HR Employee files

Sorting/filing of documentation

• Management of probation completion process for staff

• Manage and co-ordinate mass templates to support various key Workday processes. Use manual integrations to load mass information to Workday

Responsible for benefit administration for established benefit programs including health dental life insurance and University Health Insurance Plans

• Ensures accuracy and provides employee support for benefit enrollments on hire job changes and life event changes

• Responsible for triaging and investigating benefit administration issues to determine appropriate resolution

• Liaison with Benefit Providers to troubleshoot issues and support issue resolution

• Managing review and approvals of all employee-initiated benefit events to ensure accuracy of changes. Auditing and following up with employees as necessary to ensure proper coverages

• Responsible for administration of the University Health Insurance Plan for employees including enrollments updating third party insurer website reconciling monthly bills and sending deposits to Finance

• Updating of data in 3rd party benefit systems to ensure integrity of data

• Audit the integrity of benefit Business Processes within Workday identifying gaps and providing input on solutions

Responsible to continually improve upon existing processes to enhance client experience

• Accountable for providing essential input for identifying and actively participating in continuous improvement initiatives within established area of responsibility to support providing excellent customer service

• Responsible for reviewing service metrics and taking action to return to standard or to improve from the established standard

• Document and maintain administrative procedures and work instructions for HR Operations processes

Support special projects and initiatives as required

Additional Accountabilities as required

Responsible for all processes related to the security access for Human Resources team (keys fobs filing system)

Key point of contact to initiate overall building maintenance issues with Plant Operations

Responsible for Employee File Management process

• Responsible for ordering and maintaining office supplies

Other duties as required

Required Qualifications

Education

Post-Secondary Diploma or Degree in a Business-Related discipline.

Working towards the Certified Human Resources Leader (CHRL) is a requirement.

Progression to the senior level requires designation as CHRL.

Experience

USG 5-6: A minimum of 2 years HR operational experience with knowledge of general HR practices legislation and HR technology including HRMS systems within a high volume environment. Experience with a number of benefit administration processes

USG 7: > 3 years experience including within Higher Education. Experience to effectively coach and provide guidance to campus and provide expertise to internal and external clients on a wide variety of HR accountabilities. Advanced knowledge on key benefit administration end to end processes operational processes within the HRMS system and University of Waterloo guidelines and policies as applicable

Knowledge/Skills/Abilities

Excellent interpersonal and communications skills to provide excellent client service to both internal and external stakeholders

Able to demonstrate strong attention to detail problem solving and organizational skills.

Must be able to demonstrate knowledge of applicable current Employment Legislation including the Employment Standards Act

A team player with the ability to multi-task and prioritize work independently at times with conflicting priorities

Experience working with HR systems experience working with iCIMS and Workday an asset

Proficient in Microsoft Office Applications; Word Excel PowerPoint Outlook

Must be a team player who thrives in a busy environment while upholding strong business and work ethics

Benefit administration experience is an asset

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research learning teaching and community building and is coordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students faculty and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity anti-racism and inclusion. As such we encourage applications from candidates who have been historically disadvantaged and marginalized including applicants who identify as First Nations Métis and/or Inuk (Inuit) Black racialized a person with a disability women and/or 2SLGBTQ.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application interview or workplace accommodation requests please contact Human Resources or ext. 45935.