Administrative Assistant HR

Organizational Unit - University of Victoria -> VP Research -> Ocean Networks Canada - Location - University of Victoria - Victoria, BC V8W 2Y2 CA (Primary) - Posting Close Date - 28 January 2025 - Please note that positions will close at 4 p.m. on the closing date. - FTE - 1.0 - Salary Grade - $4,551.00 - $4,720.00 - Additional Posting Information: - N/A - Salary posted will be pro-rated based on FTE and achieved as per the collective agreement, if applicable. - Classification - PB8 - Hours of Work - Monday to Friday, 8:30 am - 4:30 pm - Employee Group: - CUPE 951 - Regular - # of Hires Needed - 1 - Category - Administrative and Support Services, Human Resources/Recruiting - About this Opportunity We are looking for someone with commitment to valuing diversity and contributing to an inclusive and respectful working environment. Ability to problem solve by using judgement, independent thinking and/or analysis. This position requires efficiency and high attention to detail. Responsibilities include: - complete HR-related documents, forms, files, and reports; - monitor and audit payroll processing paperwork for entry into the University’s internal FAST platform; - calculate and maintain annual vacation entitlement for grant-funded staff; - complete and analyse reports to track staff leave liability - calculate and process CTO liability payouts - help with corporate administration tasks and reception duties - support for facilities management; and other tasks to support the Corporate Services team - consistently demonstrated numerical aptitude is a requirement - experience performing reconciliations - experience using FAST and Banner are considered a definite asset **_*This position is eligible for a Hybrid Work Arrangement*_** - Job Summary Ocean Networks Canada (ONC) is a world-leading organization supporting ocean discovery and technological innovation. ONC is as a not-for-profit society that operates and manages innovative cabled observatories on behalf of the University of Victoria that supply continuous power and Internet connectivity to various scientific instruments located in coastal, deep-ocean and Arctic environments. ONC’s cable arrays host hundreds of sensors distributed in, on and above the seabed, along with mobile and land-based assets. These strategically located instruments address key scientific and policy issues (subsea earthquakes and tsunamis, ocean acidification, marine biodiversity, etc.) within a wide range of environments. The Corporate Services division supports the operations of the organization including Human Resources, Facilities, and Information Technology, and conducts activities in support of ONC’s strategic priorities. Reporting to the Corporate Services Manager, the Administrative Assistant HR and Facilities, supports the effective and efficient operations of the Corporate Services office, by providing administrative support to the Corporate Services team. This position is primarily responsible for providing administrative support for Human Resources, office administration and facilities management. This position will also provide surge support to the ONC reception desk and event planning as required and coverage for other ONC Administrative Assistants during absences and vacations performing duties of a similar complexity and pay band level. - Job Requirements **Skills**: - Ability to manage multiple demands, interruptions and deadlines, problem-solve and maintain a high degree of accuracy. - Ability to work independently and to take initiative to organize a very heavy and varied workload in order to meet competing critical deadlines. - Excellent organizational skills including attention to detail, time management, and ability to multi-task in a fast-paced environment. - Exceptional administrative skills including meeting and calendar coordination. - Strong communication and interpersonal skills with demonstrated ability to relate well and work effectively within a team environment, as well as the larger UVic community and external agencies. - Experience in effectively maintaining the confidentiality of highly personal and sensitive information. - Ability to work with limited supervision and resolve tasks and/or problems by exercising judgement and innovation and employing critical thinking and/or analysis. - Ability to improve processes where possible. - Ability to work under pressure and meet strict and often emergent deadlines. - Ability to communicate with tact and diplomacy. - Strong communication skills. - Ability to occasionally expected to move a weight up to 25 lbs (approx. 11 kgs). **Specialized Knowledge/Education**: - Knowledge of Human Resources administrative processes and procedures. - Good working knowledge of the UVic FAST Accounting and HR system. - Experience with databases such as Confluence and Alfresco, and project management software like JIRA would be an asset. **Experience**: - Minimum of 3-5 years of corporate administration and/or H