Administrative Coordinator, Human Resources

3 weeks ago

Calgary, Canada The University of Calgary Full time

**Position Overview**

**Human Resources** is currently seeking a Full-time Temporary Relief **Administrative Coordinator **for approximately 13 months.

The Administrative Coordinator reports to the Director, People Processes and Solutions and provides direct administrative support to the HR Leadership team within Human Resources, including general administrative support to all HR teams. The Administrative Coordinator position requires handling of confidential and sensitive material, as well as working in an environment with shifting priorities and continuous change. This position requires an individual who is willing to take initiative in order to come up with creative and proactive solutions related to administrative tasks. This position will also use professional judgment and work independently in order to support HR work projects and initiatives effectively.

**Position Description**

**Summary of Key Responsibilities** (job functions include but are not limited to):
HR Administration
- Managing HR Leadership team members calendars and meeting logistics.
- Preparing and distributing internal and external HR communications.
- Submitting expense documents.
- Completing updates in Sharepoint.
- Ensuring HR website content is current and up to date.
- Administering, developing and sending regular HR Newsletter.
- Supporting onboarding and offboarding of HR staff.
- Perform updates and maintain reports and/or databases containing employee information; maintain tracking documents, mailing lists, contact lists, and organizational charts.
- Schedule meetings, prepare and distribute relevant documentation.
- Identify and communicate learnings to facilitate continuous improvement.
- Organize and administer files, databases, and resources effectively.
- Maintain records that are accurate, complete, reliable, and authentic evidence of university decisions and activities, and comply with FOIP obligations and record keeping.
- Take meeting notes/minutes as requested.

Relationship Management
- Work closely with the HR teams to effectively coordinate and administer HR initiatives and projects internally or externally; this may include compiling information/documentation, distributing key information, running reports, and conducting research.
- Interact with all members in HR teams.
- Work closely with HR leadership team to provide support regarding established HR objectives/goals.
- Support HR leadership in establishing consistency amongst projects/outputs.
- Communicate and correspond HR-related information such as processes and timelines to a variety of stakeholder groups, as directed.
- Be an ambassador for Human Resources and the university both internally and externally.

**Qualifications / Requirements**:

- A post-secondary certificate in office administration and minimum 2 years of experience.
- Experience within education/university or public sector environment is considered an asset.
- Equivalent education and/or experience may be considered.
- Experience with PeopleSoft is an asset.
- Excellent communication skills (both written and verbal).
- Strong interpersonal skills, with the ability to build effective working relationships and collaborate with internal and external clients.
- Strong organizational and time management skills required, with the ability to prioritize and manage competing deadlines.
- Strong work ethic with a focus on maintaining confidentiality and attention to detail, experience working with highly sensitive and confidential information.
- An ability to work effectively in a highly collaborative team setting as well as being independent and self-directed.
- Ability to take initiative in order to come up with proactive and creative ways of completing tasks.
- A strong ability to plan for and efficiently manage multiple complex tasks with strong attention to detail.
- Must be open to learning and development as well as willing to accept new challenges and assignments.
- Advanced computer skills in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint).
- Advanced experience in excel and reporting with the ability to manipulate large data, format tables, create pivot tables, use formulas etc.

**Application Deadline**: March 26, 2024

**Additional Information**

This position is classified in the** Operational and Administrative Support Career Band, Level 3 **of the Management and Professional Staff Career Framework.

For a listing of all management and staff opportunities at the University of Calgary, view our **Management and Staff Careers website**.

**About the University of Calgary**

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start somethi

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