People Services Coordinator

Wild Rose School Division

Wild Rose School Division seeks a People Services Coordinator to join its People Services based out of the Division Office in Rocky Mountain House, Alberta. The People Services Coordinator will be cross trained and work collaboratively with all WRSD departments, reporting to the Director of People Services. This role offers negotiable work arrangements with location flexibility in mind. We look forward to collaborating with the successful candidate to determine whether a fully remote schedule, an on-site presence at the WRSD office, or a customized blended arrangement works best.

The Division seeks a highly analytical, detail-oriented, organized, dedicated and motivated professional with strong interpersonal, project management and communication skills. A proactive self-starter who can work well under pressure individually or in a team.

Duties and Responsibilities

• Coordinate the job postings, hiring, onboarding of all WRSD Staff
• Prepare and post job postings for all employee groups.
• Issue staffing notifications for all employee groups.
• Prepare contracts and employment documentation for all staff groups.
• Coordinate onboarding activities for new employees
• Maintain all staff records including but not limited to personnel files, TQS documentation, certification tracking, and verification letters.
• Record and maintain teaching staff absences for staffing, payroll, and reporting
• Maintain and troubleshoot the Absence System and Workboard, including updating and correcting entries, and maintaining accurate substitute lists.
• Prepare required reports related to substitute usage, staffing, and absences.
• Work collaboratively with the Payroll department.
• Advise People Services and Payroll of extended teaching staff absences in accordance with policy and collective agreements.
• Advise Payroll of substitute charges and post-payroll adjustments, including rationale and documentation.
• Assist schools with certificated and support staff placements, coverage, and staffing-related inquiries.
• Act as a liaison between schools and Division Office for Certificated, and CAAMSE staffing and absence matters.
• Schedule, review, and track completion of all staff evaluations.
• Update, maintain, and publish the Exempt Staff Handbook.
• Provide information during negotiations to support the Associate Superintendent and Director of People Services
• Process and administer daily leave requests for all employee groups in accordance with approved policies, collective agreements, and delegated authority.
• Administer sick leave processes, including requesting medical documentation, liaising with ASEBP, coordinating employee returns to work, arranging coverage during absences, and calculating sick bank balances.
• Administer other leaves, including Extended Disability Benefits (EDB) and personal leaves, including notifications to ASEBP, preparation of approval correspondence, extensions, and return-to-work coordination, including but not limited to WCB, Personal, Professional and Maternity
• Prepare correspondence related to leave approvals, extensions, denials, and return-to-work requirements.
• Monitor compliance with attendance, leave, and benefit requirements and escalat…
• Prepare retirement and resignations, Years of Service correspondence and maintain associated records
• Advise Payroll on absence-related impacts, substitute charges (Cost of Sub), and required payroll adjustments.
• Advise payroll on processes and procedures as required
• Act as a primary point of contact and subject matter expert for staffing, absence management, leave administration, and People Services systems.
• Manage and maintain HR Atrieve systems and databases, including locations, position codes, absence codes, leave codes, and related configuration.
• Manage and maintain HR Atrieve dashboards and reporting tools.
• Lead ongoing maintenance, configuration, and improvement of People Services systems, dashboards, and workflows to support operational efficiency and data accuracy.
• Identify process gaps and recommend improvements related to staffing, leave management, onboarding, and reporting.
• Provide guidance and clarification to schools and employees regarding staffing processes, leave administration, benefits, and attendance requ