HR Assistant

JOB OPPORTUNITY
Professionals / Managers & Confidentials - Human Resources Office
**Posting Date**: October 4, 2024
**Closing Date**: October 17, 2024
**Position Title**: HR Assistant
**Department**: Human Resources
**Appointment**: Term Contract (6 months)
**Classification**: Confidential - 1
**Annualized Salary**: $57,702 - $77,407
**Schedule**: Full-time, Monday to Friday
Position Summary
We are looking for an HR Assistant to join our human resources team. Reporting to the Human Resources Manager with direction from the HR Coordinator, you will be responsible for providing exemplary administrative support to the team.
**Your responsibilities will include**:

- Coordinates new hire information, employee data changes and inputs data onto HRIS Dayforce;
- Maintains employee physical and electronic files, as well maintenance of all departmental filing systems
- Supports and coordinates calendar and meetings for the Director and other members of the HR team, including interview scheduling, committee meetings, institutional events.
- Arranges itineraries and agendas; anticipates and compiles documents for meetings.
- Develops forms, letters, template documents, mail mergers, presentations.
- Tracks and orders office supplies.
- Coordinates incoming and outgoing mail
- Coordinates and supports internal projects for the HR team, includes preparing tools, resources and guides.
- Coordinates the payment of invoices and expenses and submitting to the Director for approval.
- Assists team with reporting needs, pulling data and reports from HRIS and preparing regular union reports for distribution.
- Collaborates with HR team to prepare detailed process documents and updates as needed.
- Helps coordinate communication needs for the department, including mass communications to stakeholders.
- Supports HR team with administrative tasks associated with HR programs; distributes materials and instructions to stakeholders, facilitates logistics and scheduling, and responding to related general inquiries.
- Coordinates logistics, booking space and catering to support HR events and employee engagement activities, including Vic Connect.
- Monitors and maintains HR website and any hyperlinks embedded within HR documents.
- Maintains and updates University organizational charts.
- Provides technical support for meeting platforms, including SharePoint, Microsoft Teams and Zoom.

**Qualifications Required**:
Education
- Post-Secondary Diploma or University degree required, preferably in a related discipline (e.g., human resources, business administration), or equivalent in education and experience

Experience
- Minimum two (2) years of experience in office administration, preferably in a Human Resources office.
- Experience providing administrative support to HR functions is a strong asset.
- Extensive experience using MS Office Programs (Outlook, Word, Excel, PowerPoint, Access)
- Strong technical skills related to data management, spreadsheets, and formatting documents.
- Experience in maintaining departmental filing systems.
- Previous experience using Ceridian Dayforce HRIS is an asset.
- Demonstrated customer service skills, flexibility, initiative and problem-solving abilities
- Self-motivated and able to work effectively both independently and within a team environment.
- Very organized with proven ability to manage multiple and conflicting priorities with tight deadlines.
- Awareness of and sensitivity to issues of equity, diversity and inclusion.
- Ability to maintain strict standards of confidentiality.

To Apply
Victoria University thanks all applicants for their interest, however, only those selected for an interview will be contacted.