Temporary Administrative Assistant: Human Resources

About Qualicum School District Qualicum School District is centrally situated on east Vancouver Island and covers the area of Nanoose Bay to Bowser and spans from Errington across the Strait of Georgia to Lasqueti Island. We serve a student population of approximately 4700 students. Qualicum School District consists of eight elementary schools (Grades K-7), two secondary schools (Grade 8-12), an alternate school (PASS/Woodwinds) and a Distributed Learning program to support home-learning families called the Collaborative Education Alternative Program (CEAP). False Bay School on Lasqueti Island is entirely off-grid with an immense solar project recently completed.
Qualicum School District also embraces many community organizations through various school programs. The areas natural beauty, never-ending beaches, mild climate and small-town charm make it a popular tourist destination and a great opportunity to have a career in paradise. POSITION: Temporary Administrative Assistant Human Resources HOURS: 35.00 hours per week, 12 months per year, commencing as soon as possible until the full return of the incumbent. Please note the anticipated end date of this assignment is February 20, 2026.
This position has an early morning start of 6:00 am or 6:30 am. JOB FUNCTION: Performs clerical, administrative and secretarial tasks in a confidential environment such as supporting collective agreement administration, supporting recruitment/staffing, dispatch/replacements, data entry, maintenance of the human resources information system (HRIS) and employment records. This position also responds to employment and basic collective agreement enquiries from a wide range of internal and external contacts. REPORTING TO: Director of Instruction - Human Resources ILLUSTRATIVE EXAMPLES OF WORK: 1.
Responds to inquiries regarding employment, human resource procedures and basic collective agreement information from a range of internal staff, including communicating with school administration, and external individuals and provides assistance as needed. 2. Supports the Director of Human Resources with a variety of administrative activities, including research and data gathering related to human resources matters. 3.
Maintains confidential human resource records and files. 4. Liaise with other departments such as payroll and benefits to ensure accuracy of information. 5.
Receives, sorts and processes incoming and outgoing mail for the department. 6. Composes and prepares a variety of correspondence including appointment letters, job postings, applicant lists, memos and forms. Duplicates and distributes documentation.
7. Prepares human resource information and complex documents and reports for distribution to district staff, unions, employees and external agencies as needed. 8. Monitors staffing absences and assigns replacements, making appropriate entries in the HRIS to ensure schools and departments have current staffing information.
9. Enters employee data into the HRIS, including demographic, assignment, absence and account coding information. Processes digital information and materials as required. 10.
Organizes meetings and events including interviews and new employee orientation including room reservations and set up, schedules and any materials. Take minutes as needed. 11. Assists in establishing and maintaining the HRIS.
Prepares and produces reports from system data. 12. Provides users with support using the HRIS. 13.
Performs other job related duties. REQUIRED ABILITIES AND QUALIFICATIONS: 1. Grade 12. 2.
Successful completion of an office administration or business certificate at a recognized institution. 3. Additional course(s) in human resource management at a recognized institution. 4.
Completion of a course/program at a recognizes institution with competency using: intermediate level word processing and spreadsheet software. 5. Minimum two years experience within the last five years performing similar duties, with 6 months of related human resources experience. 6.
Keyboarding speed of 60 wpm. 7. Ability to be perform responsibilities with speed and accuracy, develop routines and procedures and meet deadlines. 8.
Ability to interpret and implement changes required by revisions to collective agreements or Board policy and regulations. 9. Excellent interpersonal and communication skills with the ability to work effectively with a range of staff.PLEASE NOTE THIS IS A DRAFT JOB DESCRIPTION.THE QUALIFICATIONS AND WAGE MAY BE SUBJECT TO CHANGE. PLEASE PROVIDE 3 PROFESSIONAL REFERENCES WITH YOUR APPLICATION.