Administrative Assistant

2 months ago

Nanaimo, Canada BGC Central Vancouver Island Full time

**Administrative Assistant**

**Wage**: $18.94 - $20.00 per hour
**Hours**: Monday - Friday, between 8am - 5pm. Full Time (31-40 hours)
**Location**: Nanaimo, BC

**Job Purpose**

Reporting to the HR Manager, the Administrative Assistant provides Human Resources and Operations administrative support. Key to this role is the day-to-day support provided to employees in the areas of full cycle recruitment, onboarding/offboarding, records management, and facilities support. The Administrative Assistant will lead by example, adopting the Agency’s Mission, Core Values and Code of Ethics to guide decision-making and professional behaviour.

**Duties and Responsibilities**
**Recruitment**
- Meet with hiring leads to identify and strategize for current and future hiring needs.
- Review and update job descriptions with hiring leads.
- Updating and refreshing job postings on BGCCVI internal website and external job boards.
- Utilize social media for recruitment and attend Career Fairs when appropriate.
- Provide recruitment related support for staff, volunteers, and practicum students.
- Liaison with WorkBC for Wage Subsidy Program and ensure BGCCVI is utilizing this and similar programs to the best of our ability.

**Administration and Records Management**
- Provide ongoing support on HR related matters, policies and procedures ensuring the overall effectiveness of the HR operations. Serve as a secondary contact for HR-related matters for staff.
- Track and report critical expiry dates and deadlines for all active employees (such as, but not limited to the expiry of CPR certifications, probationary review dates, annual performance reviews and/or updates as required).
- Responsible for creating, updating, and tracking all HR-related contracts (new hires, contract amendments) to ensure staffing changes are updated, under direction from HR Manager.
- Responsible for coordinating the onboarding process - including ensuring new staff is set up with IT, Payroll and Licensing documentation received and that transition to Day 1 on site is smooth.
- Responsible for coordinating offboarding process and collaborating with supervisors, cross-business and vendors, to ensure staff transition is smooth.
- Maintain digital copies of employees’ records while ensuring data is protected, archived, legally compliant and easily accessible when required.
- Support with implementing and analyzing staff satisfaction surveys.
- Administer and maintain an HR Information system including employee files, tracking spreadsheets and other HR systems.
- Administer Staff Recognition Program.

**Operations and Facilities**
- As an integral member of Joint Operational Health and Safety, perform bi-annual internal and external inspections of BGCCVI program and administrative locations.
- Compile action items and provide support in execution of correction plans, including updating health and safety documentation and coordination of minor facility maintenance.
- Work with lessees of BGCCVI’s properties to support their needs while maximizing value to the organization through a proactive facilities management program.
- Creation and collection of contracts and invoicing in conjunction with lessees of BGCCVI owned facilities.
- Managing security for lessees of BGCCVI owned facilities and buildings including distribution of keys and administering of security codes for upcoming rentals.
- Coordination in fulfillment of minor facilities needs, including ordering of hardware accessories, confirmation of deliveries and returns, and coordination with location supervisors on receipt of facility supplies.

**Qualifications**
- Business Administration diploma/degree designated in Human Resources Management, or equivalent education or experience.
- Experience utilizing Microsoft Office tools - particularly Teams, Excel and Outlook.
- Ability to maintain and update excel-based tracking tools and comfortable working with new HR-related software or database programs.
- Strong communication skills, written and verbal, in English.

**Knowledge, skills, and abilities**
- Highly computer literate with strong Microsoft Office tools capability.
- Proven interpersonal and relationship building skills.
- Effective verbal and written communication skills in English.
- Able to collect and interpret data-based measurements.
- Able to gather and analyze information effectively, as well as identify and resolve problems.
- Able to maintain the highly confidential nature of human resources work.
- Strong organizational and time management skills; able to juggle multiple priorities simultaneously.

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