Coordinator, Employee Records

Vancouver Island Health Authority; Nanaimo; On-site; CAD 76,000 - 109,000; Full time

Job summary

Vancouver Island Health Authority is seeking a Coordinator, Employee Records to oversee a multi-site Employee Records operation and supervise staff. You will liaise with Pension Corporation, Healthcare Benefit Trust and BC Medical Services while ensuring accurate, timely service and regulatory compliance.

The role requires a Bachelor's degree in HR or Business Administration with 5 years of related, multi-union healthcare experience and supervisory responsibilities.

Qualifications

• Education, training and experience equivalent to a Bachelor's Degree in related discipline and 5 years' recent experience in a multi-union environment, preferably healthcare, with supervisory experience.
• Proven ability to lead, direct and develop staff, and strong communication and analytical skills.
• Experience in compensation and benefit plans and working in a multi-site, multi-union healthcare setting.

Responsibilities

• Oversee operation of a designated Employee Records office across multiple sites.
• Supervise staff, providing leadership and development opportunities to meet service goals.
• Act as liaison with Pension Corporation, Healthcare Benefit Trust and BC Medical Services.
• Manage access to Pension Corporation secured websites and external sites (HEABC, Healthcare Benefit Trust, Pacific Blue Cross).
• Document processes and ensure timely, accurate service and compliance with regulations and policies.

Skills

Excellent communication

Analytical skills

Staff development

Interpersonal skills

Compensation and benefits knowledge

Teamwork

Organizational skills

Computer skills (HRIS, ESP, MS Office)

Travel within multi-site organization

Education

Bachelor's degree in HR or Business Administration

Tools

HRIS

ESP

Excel

Database software

Job description

Coordinator, Employee Records - (235202)

Work Area (FBA Only)

Multi-Site

No

Travel Requirement

Shift Start Time/End Time

0800-1600

Days Off

Vacancy Type

Temp FT

Salary Range (Hourly Rate)

$39.03 - $56.11

Paid FTE

1.0

Worked BI-WEEKLY HOURS

75

Planned Start Date

Oct. 5 2026

Approximate End Date (For Temporary Assignments ONLY)

Sep. 7 2028

Pending Return of Incumbent

Yes

CRC required? (employee will be working with or have access to children or vulnerable adults and requires a Criminal Record Check)

No

Job Description

In accordance with the Vision, Purpose, and Values, and strategic direction of the Vancouver Island Health Authority, patient safety is a priority and a responsibility shared by everyone at VIHA; as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

Reporting to the Manager, Employee Records, the Coordinator is responsible for the operation of a designated Employee Records office and the delivery of services in a multi-site, multi-union organization. Supervises staff, providing leadership and development opportunities to ensure Employee Records meets the goals and objectives of the service. Acts as the liaison for agencies such as the Pension Corporation, Healthcare Benefit Trust and BC Medical Services. Grants access to the Pension Corporation secured websites and requests access to external websites such as HEABC, Healthcare Benefit Trust and Pacific Blue Cross. Oversees participation in retirement seminars as requested. Documents processes and procedures required to ensure accurate and timely service provided to all clientele. Assesses the quality of the service, setting in motion quality improvement measures as required. Ensures compliance with legislative regulations, collective agreement provisions and organizational policy.

QUALIFICATIONS:

Education, Training And Experience

A level of education, training and experience equivalent to a Bachelor's Degree in a related discipline such as Human Resources or Business Administration and 5 years' recent related experience in a multi-union environment preferably in healthcare, with supervisory experience.

Skills And Abilities

• Excellent communication (verbal and written) and analytical skills.
• Highly developed abilities to lead, direct and develop staff.
• Strong interpersonal skills and the ability to deal effectively with clients such as managers, employees and union representatives.
• Demonstrated knowledge of compensation and benefit plans.
• Ability to function well as a member of a team.
• Ability to work effectively under pressure and with changing priorities and deadlines.
• Demonstrated organizational and planning skills.
• Strong computer skills with systems such as HRIS and ESP, as well as spreadsheets, word, database software.
• Use of a personal vehicle to facilitate travel in a multi-site organization.

Experience in Information Systems and reporting would be an asset.The salary range for this position is $76,111 (min) to $95,138 (midpoint) to $109,409 (max) per annum (based on 1 FTE). Salary placement is between min and midpoint, based on experience, qualifications, and internal equity.