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Human Resources Coordinator

3 months ago

Fredericton New Brunswick AA, York region, Canada CareerBeacon Part time
Nature Of Position

Reporting to the Director of Human Resources, the Human Resources Coordinator is responsible for an extensive range of administrative duties in the areas of benefit and pension administration, data management, onboarding, performance management and compensation, disability management and ergonomics, and staffing (support staff and administration).

This position primarily contributes to the mission of the University by administering the University's benefit and pension plans and by managing employee data and filing systems. The position is required to work closely with other members of the Human Resources Department as well as members of various administrative units and academic staff.

Key Responsibilities

Benefit and Pension Administration
  • Prepares report on monthly pension contributions for the approval of the Director.
  • Enrols new employees in employee benefits plans and facilitates the issuance of employee ID cards; coordinates the pension enrolment process for new employees in partnership with the University's pension provider.
  • Serves as liaison with various benefits carriers. Ensures employee changes to benefit coverage are carried out in a timely manner. Notifies Payroll Officer of changes to deductions.
  • Allocates funds to part-time faculty health spending accounts in accordance with the provisions of the Collective Agreement.
  • Generates and monitors monthly billing statements and reports to ensure accuracy of information. Notifies Accounts Payable Officer, carriers and/or employees of any discrepancies.
  • Internal expert and primary resource for employees regarding insurance policy provisions and procedures; responsible for ensuring University insurance policies are up-to-date (e.g., tracking amendments), accurate, and available, when applicable, to employees via the St. Thomas website.
  • Handles the administration of the University's Employee and Family Assistance Program.
  • Produces and distributes annual employee benefit statements.
  • Supports the annual benefit renewal process by tracking historical premium rate information and updating various documents to reflect new rates; also assists with the creation of communiques to faculty and staff.

Data and File Management
  • Maintains and updates employee records according to standard procedures and formats.
  • Maintains general filing system for the Human Resources Office.
  • Produces a variety of reports upon request using data from the Datatel system, including the monthly Dashboard report.
  • Maintains the Plan of Establishment spreadsheet.
  • Maintains records of employee overtime, sick leave and vacation leave. Prepares reports and statements for employees and supervisors.
  • Maintains the University telephone listing and other information on the human resources web site.
  • Researches and gathers data for the purposes of faculty and staff collective bargaining.

Onboarding and Termination
  • Coordinates the onboarding process for new staff and faculty employees. This includes:
  • Setting up new employees in Datatel and other University-based data management systems (e.g., Plan of Establishment);
  • Liaising with internal departments to ensure all logistics are finalized (e.g., Payroll, ITS, Facilities Management, PSAC/FAUST);
  • Preparing onboarding packages containing all required forms and documents;
  • Benefit and pension enrolment;
  • Setting up STU e-mail and preparing documentation for ID cards.
  • Provides orientation to new hires on first day of employment (staff only).
Coordinates the termination process for staff and faculty employees. This includes:
  • Setting up exit interviews for staff members;
  • Assisting employees with transition to retirement, including access to pension funds and applicable benefit plans, and processing applicable benefit premium payments;
  • Performing all required transitional activities for benefit and pension administration and liaising with Payroll to ensure that final pay is reconciled;
  • Ensuring the employee's termination is reflected in all applicable data management systems and communicated to all applicable internal stakeholders (e.g., Payroll, ITS, Facilities Management, PSAC/FAUST).

Performance Management and Compensation
  • Coordinates all components of the performance management process (including probationary reviews) including communication with supervisors, tracking completion of reviews, making applicable salary adjustments, tracking training and development needs, and preparing necessary documentation.
  • Tracks and updates staff compensation information, including annual increases and retroactive calculations (if applicable); updates staff salary grids as required.

Policy Administration
  • In partnership with the Director and/or HR Officer, develops new policy and revises existing policy based on the current and future priorities of the University. Considers existing legislation and applicable collective agreements during this process.
  • Develops standard operating procedures and guidelines to facilitate the effective functioning of the Human Resources Office.
  • Maintains an electronic and paper-based filing system for HR policy, standard operating procedures and guidelines.

Staffing (Support Staff & Administration) and JOBS Programme
  • Drafts, and once approved, posts internal and external academic job ads.
  • Acts as a support resource to the HR Officer and the Director for staffing activities.
  • Assists with the administration of the JOBS Programme.
  • Tracks the contract status of staff employees and communicates as required to ensure that contracts are either renewed or terminated on a timely and efficient basis.

General
  • Composes and types routine letters and memorandums from general instructions.
  • Prepares departmental invoices and requisitions.
  • Performs other related duties as requested.

Requirements
  • A university degree in business administration, public administration or in a related field, with a major in human resources supplemented by two (2) years of experience in human resources, or recognized equivalencies.
  • Certified Human Resources Professional (CHRP) designation is an asset.
  • Extensive experience administering all aspects of benefit and pension plans and managing employee data and filing systems.
  • Ability to provide professional, high quality, friendly service to internal and external stakeholders.
  • Strong skills in all MS Office products and web-based and database (HRIS) programs.
  • Experience administering collective agreements and excellent interpretation skills.
  • Initiative, strong organizational and analytical skills, attention to detail, and ability to work independently.
  • Ability to integrate rules, regulations and instructions into policy and procedures.
  • The ability to demonstrate strong interpersonal skills and to exercise discretion, tact, and judgment in situations involving high conflict, emotion, and urgency.
  • The ability to maintain confidentiality as it relates to employee personal information and privacy.

Working Conditions
  • Periodic requirement to work under pressure to meet deadlines.
  • Frequent interruptions, including walk-ins, and telephone calls.
  • Conflicting demands and quantity of information processed may cause stress.

Term: Permanent
Hours of work: Full-Time (35 hours per week); Monday to Friday; 8:30 a.m. - 4:30 p.m.
Classification/Level: Salary under review
Closing Date: August 23, 2024

All applications are to be received by 4:30 p.m. on the closing date. Candidates are responsible for clearly demonstrating in their cover letters how they meet the requirements of the position. Please forward your cover letter and resume, by clicking the Apply Now button.

An equal opportunity employer, St. Thomas University is committed to employment equity for women, Aboriginal peoples, members of visible minority groups, and persons with disabilities. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. Candidates must have proof they are legally entitled to work in Canada.

St. Thomas University is situated on the traditional territory of the Wolastoqiyik, Wəlastəkewiyik / Maliseet whose ancestors along with the Mi'Kmaq / Mi'kmaw and Passamaquoddy / Peskotomuhkati Tribes / Nations signed Peace and Friendship Treaties with the British Crown in the 1700s. #J-18808-Ljbffr