HR Coordinator

1 month ago

Toronto, Canada University of Toronto Full time

**Date Posted**:03/14/2024
**Req ID**:36557
**Faculty/Division**: UofT Scarborough
**Department**: UTSC:Human Resource Services
**Campus**: University of Toronto Scarborough (UTSC)

**Description**:
**Responsibiltiies**:
**Administrative Support/Client Relations**
Act as first line of contact for the internal campus community and external visitors. Interpret University employment policies, collective agreements, Employment Standards Act, Ontario Human Rights Code, and other relevant legislation as appropriate for regular or rouine inquiries.
Responds to staff and faculty personal and professional issues, providing standardized or routine advice or making the appropriate referrals as required.
Provides support to the Executive Director, Assistant Director and the unit by:
Receives phone calls, assesses urgency and determines who should be alerted, and transmitting information accordingly; ensures follow-up as required.
Provides support with scheduling and coordination of the calendars of the Executive Director and Assistant Director based on a thorough understanding of the priorities and issues at hand; co-coordinates and books meetings; arranges for meeting space and resources and materials as required; co-coordinates distribution of agendas, minutes and ensuring follow-up as required.
Prepares files and notes to ensure that the Executive Director/Assistant Director have appropriate information/documentation for meetings and other events.
Arranges meetings, including various internal committee meetings and UTSC Departmental
Representatives meetings, grievance hearings, interview panels, etc. based on priority and scheduling requirements: books virtual meetings (i.e., ZOOM); books rooms, arranges for catering if required; arranges for audio visual or telecommunication equipment as required; attends meetings as required and may act as note-taker.
Trains, coordinates and orients new employees, both virtually and in-person in HR on procedures, tracking systems, shared files and drives, information sources; ensuring office space and system readiness for new employees.
Drafts and communicates decisions and status and coordinates planning and implementation of confidential operational related issues and matters related to human resources (e.g. grievance matters, operational plans, status of issues).
Prepares and maintains grievance, med/arb files both electronically and hard copy including setting up indexes, tabs, photocopies and files material in binders and central files and maintains internal tracking system for statistical purposes.
Maintains the UTSC HR website, ensures content is correct and correct links are posted.
Maintains the UTSC HR SharePoint which hosts Resources for Campus leaders.
Maintains the UTSC Healthy campus Initiative website as it relates to the updates, editing and formatting of the Staff, Faculty and Librarian resources.
Maintains the departmental fixed asset list.
Registers the Executive Director and others in Human Resources for conferences and special events and makes arrangements for travel and accommodation as required, coordinates and confirms travel and hotel reservations.
Ensures office equipment are in good working order; calls for service as required; assesses cost/value of service arrangements, researches and makes recommendations regarding buy vs. lease and service contracts.
Obtains quotes for new computer equipment.
Orders office supplies and ensures that an adequate stock is maintained.
Checks incoming supply invoices for accuracy of ordered items and forwarding for payment.
Reads, copies and distributes incoming mail and faxes, makes photocopies as necessary, and distributes as appropriate based on knowledge of assignments and activities and the urgency of the matter at hand.
Maintains the Human Resource Services bulletin board, posts all important memorandums.
Works with HR Consultants/Advisors to develop and update departmental organizational charts, as required.
Attends tri-Campus HR meetings both virtually and in-person and appropriate training sessions.
Contributes to the ongoing development and improvement of office procedures to increase service efficiency.

**Accessing and Maintaining of Information**
Develops and maintains filing plan for Human Resources and for the Executive Director; maintains and organizes cross-referenced computerized and paper filing system containing a variety of materials including highly confidential human resources and labour relations documents; setting up and preparing new electronic and paper files.
Tracks and maintains human resources information (grievance activity, investigation activity, classification/reclassification requests, etc.) and ensure accuracy.
Scans various memoranda and documents into data bases; maintain databases related to grievances, arbitrations, Legal opinions, union executives and staff, maintaining and updating settlement information.

**HRIS and Reporting**
Creates reports using databases and other tracking s

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