Human Resources Assistant

1 week ago

New Westminster, Canada Douglas College Full time

**Work Arrangements**
- This temporary full-time position is available April 22, 2024 to September 20, 2024.
- Regular hours of work are 8:30 am to 4:30 pm, Monday to Friday.
- The position is based in the New Westminster campus with an option for a part-time work from home arrangement. Occasional travel will be required between Douglas College locations.**What Douglas Offers**

DO what you love. Be good at it. That’s how Douglas College defines a great career. It’s a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC’s Top Employers. We love what we do. And we’re looking for passionate, motivated people to join us in making one of Canada’s best colleges even better.

**The Role**Responsibilities**
- Under the supervision of the HR Manager, Operations and Recruitment, the **_Human Resources Assistant_** is accountable for the following:
- Supports, implements, and maintains a range of administrative activities specific to the department including confidential correspondence, payroll documentation, recruitment processes such as tracking and following up on work permit renewals and credentials and assistance in employment and educational verifications, employment verifications and employee records management;
- Establishes, organizes and maintains all electronic employee records, including confidential/restricted files, ensuring compliance with Freedom of Information and Protection of Privacy legislation and archives and retrieves physical files from storage on and off site.
- Dispatches On-Call Auxiliaries and manages the On-Call Database, ensuring adherence to the BCGEU Collective Agreement;
- Organizes and carries out assignments with a high degree of judgment, confidentiality and accuracy;
- Participates as a team member on a variety of Human Resources projects, functions and events.
- Compiles, documents, enters and updates employee appointments, personal information, employee status and activity, job information, benefits information, and employee credentials in Banner HRIS while carrying out assignments with a high degree of judgment, confidentiality and accuracy.
- Reviews, confirms and ensures the integrity and accuracy of information entered into the Banner HRIS using audit reports. Assists with processing and testing related to Banner HRIS and other system upgrades.
- Liaises with payroll staff, administrative officers, supervisors and other departments to obtain information, clarifies details and makes changes to employment records.
- Manages and administers the online Employee Records system for onboarding and offboarding employees (troubleshoots, implements upgrades, explores new functionalities, etc.) and provides direction and assistance to new employees and other systems users at the College.
- Administers the full new employee onboarding process, from utilization of online onboarding to new employee jumpstart sessions, new employee welcome event and other onboarding components.
- Assists with special projects related to Human Resources matters such as the Retirement Dinner, Employee Recognition, Training and Development, New Employee Welcome Event, New Employee JumpStart Sessions, recruitment fairs, etc.
- Answers queries regarding DCFA and BCGEU Collective agreements, policies, procedures and employment guidelines.
- Identifies and refers complicated matters on issues requiring further interpretation to the Human Resources Managers, Associate Director and the Associate Vice President.
- Manages and administers the employee contract workflow using DocuSign, and acts as DocuSign process trainer and liaison for the College.
- Manages and updates department pages in the College intranet (SharePoint) and department external website (DruPal)
- Administers HR Operations and Recruitment-related surveys and questionnaires and prepares reports for analysis and further action.
- Identifies, recommends, develops, and participates in the implementation of strategies to improve efficiency and effectiveness of processes related to recruitment and employee services.
- Provides back-up to the other Human Resources Associates as required.
- Performs other related duties as required.

**To Be Successful in this Role You Will Need**
- Completion of a two year directly related program (such as: Human Resources Management) with a minimum of two years of experience in a unionized Human Resources environment including experience working with collective agreements and confidential issues.
- 3 years of relevant work experience related to human resources management, event management, and learning services
- Event coordination experience (i.e. training, recognition events, conferences, etc.)
- Experience with the design and creation of communication/marketing materials in multiple media formats
- Demonstrated proficiency with Microsoft Word, Excel, SharePoint and Banner HRIS (or other complex, integrated H

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