HR Administrative Assistant

Canada, Manitoba, Winnipeg

Applications due: 01 Jul, 2025

**Job Synopsis**

The HR Administrative Assistant - International provides vital administration support to the HR Manager - International, and the rest of HR team servicing International Program. This role ensures smooth HR operations by managing documentation, communication, and file systems. It requires strong organizational skills, the ability to handle sensitive information confidentiality and attention to detail.

**Job Details**

Salaried Employee -Part Time at.8 FTE

**Qualifications**

Essential
- High School diploma required.
- 3-5 years of experience in office administration.
- Proficiency in in MS Office.
- Excellent written and verbal communication skills, with diplomacy and discretion.
- Strong organizational skills and ability to manage shifting priorities and deadlines.
- Commitment to confidentiality and high ethical standards.
- Exceptional attention to detail and accuracy.
- Completion of a police record check

Preferred
- Post-secondary education in business administration or human resources or another relevant field.
- Experience working in Human Resources.
- Experience providing administrative support to professionals.
- Proficiency in HRIS system.
- Basic understanding of French and/or Spanish.
- Prior MCC experience.

**Key Responsibilities**

Major Responsibilities_:_

85% Administrative
15% Relationship building
- Ensure that the Gospel of Jesus Christ is exemplified in the performance of all job responsibilities and through personal example.
- Model nonviolent peacemaking through daily interactions with staff and the public.
- Participate in a local church and gatherings, being willing to use their gifts within the local faith community.
- Participate in regular staff meetings, spending time in devotions and prayer with all in attendance.

**Administrative 85%**
Provide direct administrative support to the HR Manager, HR Specialist, and HR Coordinators, including:

- Manage onboarding and offboarding processes for MCCC IP International Staff and Seed Program participants.
- Post and maintain job vacancies for International Staff (IS) and Seed Program positions for Canada-supervised programs on MCC’s websites and utilize any other advertising options.
- Generate Record of Agreements (ROAs) and letters of guarantee, as required.
- Coordinating interview logistics.
- Maintaining consultant files and managing alumni contact requests.
- Archiving documents according to MCC procedures.
- Generate Record of Agreements (ROAs) and letters of guarantee for Seed participants and short-term IS as required.
- Create and maintain electronic medical files for MCC Canada (MCCC) International Program (IP) International Staff (IS) and Seed Program participants.
- Assist in managing benefits for MCCC IP International Staff.
- Consult with Program and Financial Services administrative staff regularly to ensure a consistent and coordinated flow of onboarding and offboarding information between departments.
- Prepare letters and other communications as requested (including MCC employment verification letters, health verification letters, and OAS/CPP verification letters for Canadian alumni).
- Manage electronic files for consultants hired by Shared Program (Canadian and non-North American citizens).
- Primary point person for contact requests for IP alumni, according to privacy and confidentiality regulations.
- Follow MCC’s established procedures for archiving MCCC HR’s hard copy documents and files for IP.
- Assist in training, as required.
- Other duties as assigned.

**Relationship Building 15%**
- Communicate clearly and professionally with applicants, staff, and constituents.
- Ensure timely, accurate flow of information across departments.
- Act as a resource on MCC policies and procedures.

Contact/Relationships_:_
- This position requires the incumbent to act as a resource for and may have regular contact with, applicants, staff, management, and constituents. The incumbent must be knowledgeable in MCC policies and procedures.

Supervision:

- No supervisory duties.

Complexity/Competencies_:_

The duties are diversified and include efficiency in resources, scheduling, organizational skills and detail work, ability to interact extensively with all levels of personnel and interpret policies. Prepares work for the approval of the HR Specialist
- International, HR Coordinator
- International, HR Specialist
- Training and Development and the HR Director.

Independent Action:

- tasking with frequent interruptions. The assignments are basically administrative and require a high level of discretion, judgment and, sometimes, modifications. Responsible for prioritizing workload to meet required deadlines.

Initiative and Ingenuity:

- This position requires the incumbent to keep personnel information confidential and build and maintain interpersonal relationships with applicants, HR team members and staff/managers throughout MCC. The incumbent