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Executive Assistant, Human Resources
4 months ago
**A) JOB SUMMARY**
The Executive Assistant, Human Resources provides advanced level support to the Executive Director, HR, as well as the Labour Relations Specialist as required, and oversees the delivery of administrative support services for the HR department. This position interacts with all levels of College administration and staff as well as external contacts in the government and the community. The Executive Assistant, Human Resources has budget and financial management responsibility for HR and provides a wide range of research and project support related to strategic planning, goal setting, labour relations, and collective bargaining activities, and works with complex information and materials that are of a highly confidential and sensitive nature.
**B) REPORTING RELATIONSHIPS**
Provides daily supervision and operational guidance to two positions; supervises the work of any administrative office staff hired on a casual basis.
**C) ESSENTIAL JOB FUNCTIONS**
- Strategic Planning
- Develops annual priorities for HR’s administrative support services.
- Contributes to HR’s vision, strategic direction, and annual operating plans and priorities.
- Administration for the Executive Director
- Provides confidential administrative support for the Executive Director.
- Maintains the Executive Director’s calendar and coordinates travel arrangements.
- Coordinates meetings and prepares agendas/minutes for committees led by the Executive Director or delegates, as appropriate.
- Collects, researches, organizes and summarizes data, or highly confidential information, from a variety of sources and produces manuals/reports/issue papers and distributes, as appropriate.
- Participates in the revision of policies under the responsibility of the Executive Director, conducts research as required, develops department procedures as a result of College policies.
- Coordinates the preparation and distribution of Human Resources communications to the general College community and union executives.
- Acts as administrator for Exempt 360 surveys.
- Financial/Budget Management
- Collaborating with the Executive Director, providing input, liaising with others as required and using a high degree of independent judgement, prepares HR’s annual budgets, including various college-wide accounts and capital requests.
- Oversees, monitors and/or reconciles HR base budgets and manages specialized HR college-wide budgets; resolves errors; authorizes purchases/expenditures to the prescribed limit; ensures the payment of invoices/preparation of payment vouchers and maintains effective processes to ensure accurate payments.
- Achieves financial objectives by anticipating requirements; submitting information for budget preparation; scheduling expenditures; monitoring costs and staff FTE’s; analyzing variances.
- Prepares service contracts for successful proponents of RFP’s/RFQ’s; monitors payment of invoices to ensure compliance with contracted maximum amount.
- Responsible for Senior Employee Compensation (SEC) reporting and input to the Public Sector Employers’ Council (PSEC) SEC database.
- Prepares quarterly financial reports; maintains a variety of financial records.
- Administrative Support Services
- Oversees and/or provides administrative support services for HR; evaluates, develops, recommends and modifies office procedures and processes to improve efficiency and service quality and assesses results with users; ensures that approved office policies, practices and procedures are understood and followed.
- Maintains HR administrative staffing level by recruiting, selecting and on-boarding employees, arranging for casual office staff when necessary; maintaining a safe and secure work environment;
- Develops short and long-range planning for administrative services operations and office space planning.
- Completes special HR projects by organizing and coordinating information; planning, arranging and meeting schedules; monitoring results.
- Maintains continuity within the HR team by documenting and communicating actions and flagging for follow-up.
- Oversees the coordination of the entry/exit procedure for new HR hires; familiarizes new exempt HR staff with the college and HR office operations.
- Responds to internal and external requests for information; liaises with external agencies and government ministries.
- Develops and utilizes filing and retrieval systems.
- Responsible for the administration of record management systems for HR office.
- Supervision_
- Assigns work, provides direction to administrative staff and ensures that assigned tasks are completed; ensures effective and appropriate administrative staff coverage.
- Ensures staff results by communicating job expectations, planning, monitoring, orienting, training, and coaching employees.
- Monitors performance, provides feedback and conducts regular performance evaluation.
- Provides professional growth opportunities.
- Ensures that administrative support s
