Human Resources Administrator

About Queen's University Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.Come work with us Job Summary Reporting to the Director, Human Resources within Smith Engineering, and receiving work guidance from other Smith Engineering Human Resources team members, the HR Administrator coordinates essential administrative functions, ensures data accuracy, and acts as a crucial link between employees, managers, and the broader HR team. This role is responsible for coordinating a wide range of human resources activities to support achieving the goals of the Stephen Smith Donation such as supporting recruitment activities, hiring and onboarding practices for staff and faculty positions; assisting with the academic appointment processes, managing the time and attendance system, creating user friendly intranet guides and tools, and serving as an essential administrative support for key projects in the Faculty. As both detail-oriented and forward-thinking, the HR Administrator demonstrates expertise in leveraging technology to create administrative efficiencies and process automation while maintaining a people-centered approach.The HR Administrator role bridges HR strategy with digital innovation—supporting core HR processes while optimizing systems, analytics, and tools that enhance employee experience and organizational performance. Job Description KEY RESPONSIBILITIES: • Responsible for supporting administrative processing and troubleshooting, assessing and resolving issues which may impact effective management of payroll functions and or appointments. This may include preliminary investigation of issues, gathering data or contacting managers and employees, as required.• Supports onboarding, training and development, and engagement events that strengthen positive organizational values and Smith Engineering cultural identity. • Identifies and recommends changes to administrative procedures and assists with implementation as required.• Drafts and updates internal HR policies, procedures, and handbooks to support process clarity and consistency in standard operating procedures.• Performs administrative duties to support recruitment practices including, obtaining approvals to fill vacancies, posting approved positions, pre-screening applications, setting up interviews, preparing interview and new hire packages, updating relevant databases and any other support of the process required. • Works with others within the HR team to support the development of new and innovative assessment and selection tools that enhance the cultural focus to support Engineering for Humanity.• Gathers and disseminates information for committees, coordinates schedules, and manages documentation.• Acts as the Faculty Office timekeeper and manages the monitoring and recording of the time off systems.• Responsible for supporting the Teaching Assistant, Academic Assistant and Casual employee hiring payroll processes; communicates to and supports staff and faculty on the processes, audits accuracy of data and adherence to collective agreements and University policy and procedures and resolves easily identifiable issues. • Supports the organization of human resources related events, training, and recognition programs to help achieve the goals of the Stephen Smith Donation.• Drafts employment-related documentation, including offer/appointment letters, reviews and edits the documentation of other staff when requested.• Acts as in-house expert on all HR systems, fluently able to access and analyze data and develop reports with a focus on establishing and monitoring key performance indicators related to the Faculty’s strategic initiatives. • Assists with confidential administration of academic recruitment and employment processes within established guidelines and as governed by the collective agreements and University policies. • Supports the Renewal, Tenure and Promotion (RTP) process and other Academic HR related items pursuant to the QUFA and PSAC Collective Agreements by creating tools and systems to promote process clarity and consistency. • Processes contract/template-based hires, coordinates earnings distribution changes, and other job data changes for all academic and or staff appointments ensuring accuracy and completeness. • Supports various HR and Faculty initiatives including: coordinating projects, researching best practices and collecting information, drafting policies and procedures and preparing communications and training material.• Performs other duties as assigned in support of the Smith Engineering Human Resources team. REQUIRED QUALIFICATIONS: • Post-secondary diploma in Business Administration or Human Resources Management • 2-3 years of experience in a similar capacity. • Comprehensive knowledge of Employment Standards, Human Rights, and other applicable employment legislation. Familiarity with University policies and procedures, collective agreements, and organizational structure. • Advanced working level in Word, Excel, SharePoint, Power BI and other systems with refined ability to manipulate data, and to learn new software and programs.• Experience with PeopleSoft or similar HRIS systems is considered an asset.• Consideration will be given to an equivalent combination of education and experience.SPECIAL SKILLS:• Possesses a passion for leveraging technology to enhance HR impact.• Strong attention to detail and a high level of accuracy to safeguard data, identify errors and initiate corrections, as needed. • Highly developed client-oriented perspective with the ability to resolve and/or deescalate difficult situations with tact and diplomacy.• Strong communication (oral and written) and interpersonal skills with an ability to adapt and meet the needs of varying individuals and circumstances• Exceptional administration skills to organize, analyze and report on datasets and other information. • Ability to maintain strict confidentiality and capable of handling sensitive information in an appropriate manner. • Effective organizational and time-management skills, combined with the ability to maintain focus under pressure and despite frequent interruptions. Must be able to meet fixed deadlines under very tight time constraints.• Strong analytical and problem-solving skills with an ability to know when to refer problems to others. • Demonstrated knowledge and understanding of human resources policies. • Understanding of recruitment and selection techniques and their inputs into affected strong strategic recruitment support to clients.• Knowledge and experience using social media.DECISION MAKING:• Prioritizes own work and time among several competing priorities. • Determines the appropriate response to a range of client enquires. Takes all necessary steps to resolve the matter directly and assesses whether additional resources, research or consultation is needed. Refers issues to others for resolution when necessary with comprehensive background information.• Determines appropriate mode of communication for both internal and external clients (in person, phone or written)• In consultation with the appropriate portfolio lead determines how to coordinate and support employment practices. • Makes decisions in the moment to ensure exceptional client service standards are met. • Decides what screening, interviewing and selection tools are appropriate to support dynamic recruitment practices. • Decides what information may be incomplete or lacking for completing HRPS records; seeks clarification to complete within timelines • Determines appropriate responses to clients regarding various HR related questions. Redirects to more senior staff or other individual (s) as required. • Identifies and recommends opportunities for improvements to administrative procedures and assists with implementation as required.• Monitors, anticipates and assists the HR Team Members with peak work load and flow to meet client needs and deadlines. Employment Equity and Accessibility Statement The University invites applications from all qualified individuals. Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities.