HR Administrative Assistant

2 months ago

Calgary, Canada CUPS Calgary Full time

**Navigate Complexities. Create Change. Together.** This is our purpose at CUPS. Our unique integrated approach to care empowers people to work holistically to create and achieve goals that support their well-being and builds readiness to navigate and access support in the community. As a formative presence, we work together to build better systems and a stronger community.

Clients depend on us, supporters trust us, and partners count on our collaboration. We do not take this responsibility lightly - we are accountable for our words, our actions, our relationships, and most importantly, ourselves. Through a compassionate lens, we afford every person dignity in their interactions with us. We proactively seek opportunities for continuous learning with open minds and transformative spirits. Through our culture, rooted in our values, we will achieve our purpose and ambition.

**CUPS HR Administrative Assistant** is responsible managing a variety of administrative HR supports including process creation and maintenance, recruitment support and tracking, HR reporting and metrics, and employee onboarding and offboarding duties. The HR Admin Assistant will support the CUPS Integrated Client Service Delivery model by efficiently and accurately executing CUPS recruitment process to fulfill vacant roles promptly. This position will equip new CUPS team members for success on their first day by coordinating equipment, training and orientation needed for the role. HR Admin Assistant is responsible for handling confidential employee records, managing various HR documentation, and using the necessary tools and programs in the process to aid recruitment and successful employee onboarding.

**Executive Assistant Back-Up** is a role responsible for the completion of administrative tasks and efficient flow of communication and data between President & CEO, COO, VPs and Board of Director as directed. This role works on an intermittent basis to provide uninterrupted coverage for the Executive Assistant duties which allows for effective and efficient operations of CUPS leadership team. This role also supports certain administrative requests from CUPS operational and admin staff groups to support organizational operations, like mailings, ordering and some event support.

**Leadership**:

- Create an approachable, caring and trauma-informed environment for colleagues, guests and clients
- Execute CUPS Recruitment activities to support efficient and effective operations and client service
- Contribute to the safety and wellness of clients, colleagues and visitors by remaining up to date on CUPS health & safety protocols
- Act as steward for employee and client dignity by ensuring confidential information is handled with the utmost care and respect in alignment with CUPS privacy protocols & values
- Create positive worker, guest and client experience by efficiently connecting requests and inquiries to the most appropriate program or staff person

**Stakeholder Relations**:

- Develop and maintain collaborative and accountable working relations with internal CUPS colleagues to strengthen communication flow and cross-departmental understanding
- Develop strong relationships and program understanding to best support organizational leaders in their execution of recruitment and onboarding needs
- Share experience and knowledge with students, volunteers and guests interested in CUPS services
- Act as an ambassador of CUPS Purpose, Ambition and values both internally and externally

**HR Assistant General Duties**:

- Create HR Process documents and HR tracking documents as requested
- Create new employee contracts, status and contract changes
- Support employee letters as requested via mail merge
- Support payroll processing and payroll system updates as requested
- Assist in onboarding by distributing and collecting new hire packages and initiating new employee notifications to organizational support units for employee set up. Etc. I.T., Security, Payroll etc.
- Manage employee records; ensure employee information is accurate according to employees’ contract, payroll options, vacation category and reporting structure.
- Coordination of CUPS mandatory training and records of completion
- Working with CUPS leaders ensure all CUPS policies are reviewed and acknowledged upon first date of hire
- Develop standard documents required for payroll and H.R., including draft forms, letters and reports as needed

**Executive Assistant Vacation Coverage Requirements**:

- Support the booking & scheduling of agency-wide meetings and events, as well as program/team bookings as required; ensuring the most effective use of meeting space in alignment with the needs of the meeting group and priorities of the organization
- Oversee approvals for all calendar invites for CUPS meeting spaces, suggesting alternatives if conflict exists
- Arrange the mailing and courier needs for the organization and ensuring the confidentiality of sensitive material and the p

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