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Human Resources Administrative Assistant
4 weeks ago
**Human Resources Administrative Assistant (Temporary / Full-time)**
- HSA recognizes the efforts of our employees and is committed to excellent compensation, superior benefits, and ongoing recognition to maintain work/life balance._
**WHO WE ARE**
The Health Sciences Association of BC (HSA) is a dynamic union delivering modern health care to British Columbians. HSA represents more than 20,000 health science and community service professionals at over 265 hospitals and agencies in acute care, long-term care and community health across the province. In addition to negotiating collective agreements for its members, HSA works to preserve and promote public health care in Canada through campaigns and affiliations. For more information about HSA, please visit our website at hsabc.org.
**WHAT WE ARE LOOKING FOR**
HSA is looking for an experienced individual to fill the **temporary, full-time** position of **HR Administrative Assistant** at its office in New Westminster, British Columbia. This position is anticipated to end on February 27, 2026 or until return of incumbent.
The HR Administrative Assistant performs a wide variety of complex and confidential administrative duties and serves as liaison between the Human Resources and Payroll departments at HSABC.
The HR Administrative Assistant performs duties that require considerable confidentiality and sensitivity, initiative, tact, maturity, and independent judgment. The HR Administrative Assistant demonstrates discretion in preparing, disclosing, and handling information of a confidential, controversial, and sensitive nature; establishes work priorities and remains flexible; possessing strong interpersonal, organizational, and communication skills.
The HR Administrative Assistant will receive work direction from the Executive Director of Finance and Operations and from the Human Resources Coordinator.
The HR Administrative Assistant has regular contact with Senior Management and other leadership staff and provides direct support to the Executive Director of Finance and Operations, the Human Resources Coordinator and the Human Resources Administrator and will work closely with the Payroll Administrator in assuring seamless function of these related functions. The HR Administrative Assistant is a communication liaison within and outside of Human Resources and Payroll and receives questions from key parties across the organization.
**DUTIES AND RESPONSIBILITIES**
- Comply with PIPA requirements
- Support all Human Resources functions including creating and maintaining documents such as letters, job postings, forms and personnel files
- Schedule interviews, conduct skills assessment and reference checks
- Create and maintain recruitment and personnel folders; organize folders in HR storage room
- Schedule, coordinate, and attend monthly Labour Relations meetings
- Provide administrative support to the OH&S Committee, including scheduling meetings, preparing agendas, taking meeting minutes, and posting the approved minutes on bulletin board and InfoWeb
- Provide administrative support to the Finance Committee, including scheduling meetings, preparing agendas, taking meeting minutes, updating Business Arising schedule, tracking member communications spreadsheet, and any related duties assigned by the Executive Director of Finance and Operations
- Support and assist the Executive Director of Finance and Operations in preparing annual budget documents for budget meetings
- Prepare agendas and take minutes or verbatim record of meetings, as assigned
- Answer and process telephone calls in a courteous, positive, and professional manner
- Make travel arrangements by liaising with vendors and verifying details according to travellers’ profiles, schedules, and preferences, as assigned
- Make edits to HSASU/HSA Collective Agreement
- Assist with staff onboarding and offboarding processes
- Assist with staff training and development initiatives
- Assist with staff appreciation events
- Assist with employee health and wellness initiatives
- Screen correspondence and agendas, take appropriate preliminary actions based on departmental requirements and directions, and anticipate related requirements
- Make meeting room arrangements, including booking, catering, setting up the room, and tidying the room for next users
- Ensure timely delivery and routing of time sensitive materials
- Maintain records and reference materials for supported staff according to the HSA records system
- Act in accordance with supported staffs’ current preferences, profiles, schedules, work flow, travel and frequent contacts for team members
- Flag competing demands and recommend alternate solutions
- Identify areas of practice and process improvements
- Work collaboratively with colleagues and share own expertise on administrative assistant practice
- Take initiative in seeking out and implementing improved processes on an ongoing basis in collaboration with colleagues
- Offer to help other
