Coordinator, Compliance and Licensing

**Job Description**:
The Coordinator, Compliance and Licensing is a critical member of the People and Culture Team providing hands-on, front-line staff and manager first-point of contact support. Reporting directly to the Associate Director, or through the Manager Systems and Support, the Coordinator, Compliance and Licensing is responsible for providing administrative support to employment related events and key employee life-cycle processes. In addition to day-to-day work, this role also contributes to the People and Culture team’s continuous improvement projects and initiatives.

Kinark has introduced a benefit that gives employees in eligible roles the opportunity to work partially or fully remote if they choose to opt-in for this benefit. This role is assessed as a Roamer position requiring mínimal days in the office (2 days per week) unless business demands require.

**Key Responsibilities**:
**Supporting Licensing Review**:

- Work with managers to ensure compliance with policies and procedures
- Working with managers to ensure that non-compliance is resolved within employee files
- Assist managers to ensure that their staff are up to date with the ministry required licensing training
- Support and create templates as needed regarding new licensing requirements
- Ensure that current templates and documents meet requirements and are updated as required
- Ensuring employee file meets ministry requirements and alerting managers if they do not
- Escalating to manager regarding employee files that are non-compliant

**Performing Reporting Responsibilities**:

- Conduct regular audits and assessments to ensure ongoing compliance with Ministry Licensing requirements
- Conducting monthly audits by program area to ensure all files are up to ministry standards
- Maintaining compliance reports (Licensing, Credentials, VSC/BRC, Sor-rl )
- Assist managers with ensuring that their staff are up to date with the licensing training
- Supply monthly reports to departments/program areas as needed

**As Required Responsibilities**:

- Provide tier 1 HR systems support as ‘first point of contact’
- Administrative support of employment and pay related events and key employee life cycle processes
- Recruitment administration
- Ministry and licensing audit support
- People and Culture continuous improvement initiatives and projects support
- Employment Events Processing_
- Process employment related events, including but not limited to new hires, transfers, promotions, leaves, employment letters, employment status changes within HCM systems
- Enroll new employees in HCM systems
- Support payroll processing
- Pension and benefits administration
- Understand collective agreement implications to specific employment processes
- Where relevant, coordinate People and Culture employment processes with external partners
- Coordinate recruitment process from job posting to offer letter, excluding interviewing
- Coordinate onboarding process including forms administration, ordering of IT equipment, and facilitation of corporate orientation session
- User Support:_
- Coordinate/assign and respond to enquiries and service requests submitted to People & Culture Service desk
- Provide user system support and education
- Onboard new managers in PeopleSoft and Kronos
- Troubleshoot basic system errors
- Assist managers with creating and assigning schedule patterns, and making timecard adjustments/ edits in time and attendance system
- Supply monthly reports to departments/program areas as needed
- Respond to regular and adhoc reporting and data requests
- Pay Processing_
- Update direct deposit information
- Process step increases
- Process leaves of absence
- Departure processing, including submission of termination tickets to IT
- Manage accrual process in Kronos
- Other Duties:_
- Coordinate document collection and prepare files for audits and licensing activities
- Creation and maintenance of employee’s files, including documentation tracking and filing
- Support Vacation Policy Compliance
- Participate in system testing
- Collaborate and support People and Culture team on special projects and research initiatives as required

**Qualifications**:

- Post-Secondary Education. In Business Administration or Human Resources Management field an asset**:

- Minimum of one (1) year experience in a People & Culture administrative role
- Proficiency with Microsoft Office (Word, Excel, and PowerPoint)
- Strong attention to detail
- Exceptional customer service
- Critical thinking
- Ability to work as a team player and independently
- Strong organization and time management skills, with a task-management mindset
- Experience using PeopleSoft, Kronos and/or Deltek is considered an asset