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People & Inclusion Coordinator

2 weeks ago

Squamish BC, Canada Squamish Helping Hands Society Full time

Be part of our inspiring mission-driven team at Squamish Helping Hands Society.

We are a registered charity operating in the Sea to Sky region, based in Squamish. We believe in being part of a community where everyone matters, and where housing and access to food are human rights.

Ultimately, we want to create "a safe and healthy community for all". We feel we can only do that by meeting people where they are and helping them to create capacity building plans for themselves leading them to where they want to go. We are a community where we believe that everyone has something to contribute, and that consequences help inform our choices.

This position is open internally to all staff and externally.

Squamish Helping Hands Society is an equal opportunity employer, committed to recruiting an inclusive workforce that reflects the community we serve. We encourage applicants from diverse backgrounds, including Indigenous applicants, all genders, nationalities, and persons with disabilities.

Interested individuals should apply by providing a resume and cover letter to SHHS Management Team at quoting the Posting No. "2025 – 60" and the Position "People and Inclusion Coordinator". We thank and acknowledge all applicants and will proactively contact those selected for an interview.

JOB INFO:

This is an administrative role supporting the senior leadership team (Executive Director, Director of Finance, and Director of Operations) in managing aspects of the people & inclusion operations.  This role coordinates and carries out administrative tasks to ensures the day-to-day people & inclusion functions are running smoothly.  As a main contact point, this role will triage inquiries and liaise with leaders, employees, and external consultants to ensure the right information gets to the right people. This position will report to the executive team, and as such will have access to confidential information, and therefore the utmost discretion and professionalism are required.  In addition to a passion for our mission, vision, and values, this role requires exceptional customer service, discernment, business acumen, and advanced skills in Microsoft Office.

SPECIFIC DUTIES AND RESPONSIBILITIES:

Human Resource Coordination and Administration

  • Collaborates with hiring managers to identify staffing needs; updates and creates job descriptions and job postings.
  • Develops recruitment strategies, including advertising, screening, filtering, and interviewing candidates.
  • Oversees the selection process, including reference checks and preparing hiring recommendations.
  • Coordinates onboarding by preparing materials, scheduling activities, tracking paperwork, and ensuring timely follow-up on outstanding items.
  • Ensures recruitment and employment practices comply with labour laws, regulations, and applicable agreements.
  • Maintains accurate and up-to-date employee records, including personal information, contracts, certifications, and training documentation.
  • Prepares employment offers, contracts, and letters related to status or employment changes.
  • Ensures employee files are complete, organized, and updated according to internal policies and procedures.
  • Maintains and continuously improves the electronic HR filing system.
  • Tracks and schedules key employee lifecycle milestones, including probationary reviews, annual performance reviews, and other required check-ins.
  • Coordinates and tracks offboarding tasks, documents, and exit procedures.
  • Supports accurate bi-weekly payroll processing, including timesheet collection, data entry, and updates to employee information.
  • Maintains confidential compensation records and ensures wage, role, and allowance changes are processed accurately.
  • Responds to employee questions about payroll, pay statements, and deductions in a supportive and person-centred manner.
  • Administers the employee benefits and pension program, including new-hire enrolment, changes in coverage, and coordination with providers.
  • Tracks benefits and pension eligibility timelines and ensures employees receive timely information and guidance regarding benefits and pension participation.
  • Supports compensation and benefits reviews by gathering data, preparing summaries, and updating related documents.
  • Liaises with finance teams or external providers to reconcile payroll, pension contributions, and benefits invoices.

Executive Support

  • Provides minute-taking support for a variety of meetings, including staff meetings, labour-management meetings, and leadership team meetings.
  • Prepares reports, newsletters, briefings, and correspondence on behalf of the executive team.
  • Supports the development of new organizational policies and updates to existing policies.
  • Tracks and reports on key data metrics as directed by the executive team.
  • Plans, coordinates, and communicates logistics for meetings, events, and organizational activities.
  • Monitors the general organizational inbox, triages inquiries to the appropriate team members, and maintains smooth communication flow, including following up on action items.

SKILLS AND ABILITIES:

  • Considerable knowledge of human resources best practices, office administration standards and best practices, as well as current office tools, software, and processes.
  • Advanced knowledge of MS office (Word, Excel, PowerPoint, Outlook, Teams, etc.).
  • General knowledge of a not-for-profit business structure and the key stakeholders and considerations impacting decision making and judgement, such as board governance, a unionized workplace, funding considerations, and leadership accountabilities.
  • Excellent interpersonal skills, with the ability to maintain positive relationships with leadership, staff, colleagues, board members, consultants, as well as other internal and external stakeholders.
  • Strong written and verbal communication skills and business acumen, able to draft professional correspondence and communicate with professionalism.
  • Strong organizational skills, with the ability to prioritize tasks efficiently and meet deadlines.
  • Ability to work autonomously and take initiative, demonstrating discernment on when to ask for direction, and when to move forward independently.
  • Ability to maintain confidentiality and handle sensitive material with utmost discretion and sound judgement.
  • Ability to demonstrate SHHS values.

EDUCATION, TRAINING AND EXPERIENCE:

  • College diploma in business administration, human resources or a related field (equivalent combination of work experience will be considered).
  • 2+ years office administration experience, including in a role involving maintaining confidential information, and supporting senior leadership directly.
  • Knowledge of graphic and video software and tools (Canva, etc.) an asset.
  • Experience in a not-for-profit organization an asset.

Or an equivalent combination of skills and experience.

Job Type: Full-time

Pay: $62,000.00-$69,000.00 per year

Benefits:

  • Casual dress
  • Company events
  • Dental care
  • Discounted or free food
  • Employee assistance program
  • Extended health care
  • Flexible schedule
  • Life insurance
  • Paid time off
  • Vision care

Work Location: In person