HR Coordinator

Hpedsb; Belleville; On-site; CAD 77,000 - 82,000; Full time

Benefits offered by this job

Extended health and dental

Life insurance

Health care spending account

OMERS pension

Vacation and sick leave

Job summary

HPEDSB is seeking an HR Coordinator in Belleville to administer SEMS, manage daily HR operations, and support recruitment and onboarding for teaching and support staff. You will ensure accurate attendance data, run reports, and assist with system improvements.

The role requires a two-year HR-related diploma and at least two years of HR experience, with strong Google Sheets skills and knowledge of HR processes. The position includes a comprehensive benefits package and pension participation.

Qualifications

• Two-year post-secondary diploma in HR, business administration, or related field.
• Two+ years of HR processes experience, preferably in public sector or unionized environment.
• Experience with database management and Google Sheets/other Google programs.
• Strong communication skills and ability to explain HR matters to employees.
• Attention to detail and history of accurate, high-quality work.
• Criminal record check required.

Responsibilities

• Administer SEMS: manage profiles, access, and onboarding for all employee groups.
• Provide daily SEMS support and troubleshoot with vendor; create user guides and references.
• Generate management reports, including fill rates, availability trends, and attendance data.
• Post and coordinate recruitment for occasional staff; set up new hires in HRIS.
• Prepare HR forms and documentation; assist leadership with process improvements.

Skills

Attention to detail

Verbal and written communication

Collaboration

Problem solving

Education

Diploma in HR/Business Administration

Tools

SEMS

HRIS

Google Sheets

Job description

HR Coordinator

Location: Belleville, ON

We acknowledge and honour the land on which we reside and occupy as part of the traditional territories of the Haudenosaunee and Anishinaabe people. These Indigenous Nations, agreed to mutual sharing obligations and responsibilities as stewards of the land and water. Today these responsibilities and obligations extend to all Peoples. These lands are steeped in rich Indigenous history, traditions and modern cultures that are proud and vibrant.

Rate of Pay

• $77,329 - 82,265 per annum (compensation also includes a comprehensive benefits package (including extended health and dental, life insurance, health care spending account), participation in the OMERS pension plan, competitive vacation and sick leave)

Reason for Vacancy

• Existing vacancy

Job Purpose

Reporting to the Supervisor, Human Resources Systems & Data, the Human Resources Coordinator administers the daily operation, configuration, and administration of the Employee Management System (SEMS). This role ensures complete coverage for daily absences across teaching and support staff groups, leads occasional staff recruitment and onboarding, tracks attendance data, and executes reporting.

Duties and Responsibilities

SEMS Administration and System Maintenance

• Manage profiles, registrations, and system access for permanent, part-time and substitute employees with SEMS.
• Provide daily system orientation, user support, and technical troubleshooting for school administrators, teachers, and substitutes; log and resolve system issues with the software vendor.
• Establish, update, and distribute reference manuals, call-out guidelines, and app/telephone user guides across all employee groups.
• Generate summary reports from SEMS for management and schools, including job fulfillment rates, fill-rate metrics, call statistics, and availability trends.

Absence Management, Data Import/Export and Payroll Integration

• Extract, convert and import bi-weekly absence and replacement data from the system into the HRIS for accurate pay execution for regular and emergency workers.
• Audit staff replacement entries and ensure correct financial cost-centre allocations for professional development absences.
• Maintain active tracking for long-term sick leave and manage record-keeping for teacher amortized unpaid days, calculating efficiency adjustments in response to replacement costs.

Occasional Staffing, Recruitment and Onboarding Operations

• Manage candidate databases (e.g., Apply to Education) for occasional applicants; schedule and coordinate recruitment interviews for occasional staff.
• Set up new hires in the Human Resources Information Systems. Collect and verify required documentation.
• Monitor professional status, verify standing with professional organizations, and notify payroll when new graduates receive full qualifications.
• Administer new hire compliance training records in the learning management system and HRIS.

Program Coordinator and Administration

• Build and manage digital forms (e.g., Google Forms) for postings, special requests and professional development.
• Draft HR documentation including maternity/parental leaves, retirement confirmations, etc.
• Produce reports and unique data analysis to assist the HR team in creating system efficiencies and improvements.
• Work jointly with leadership to resolve unique or complex business issues by providing innovation solutions, documenting process gaps, and recommending technological efficiencies.
• Provide cross-functional back-up assistance within the HR team and perform other job-related duties as assigned.

Qualifications

• Minimum two (2) year post-secondary diploma in Human Resources, Business Administration, or a related field.
• Minimum of two (2) years of related experience with HR processes, preferably within the public sector and unionized environment.
• Evidence of experience in database management, system administration and strong command of Google Sheets and other Google programs.
• Demonstrated understanding of HR processes and experience with interpreting complex collective agreements.
• Demonstrated exceptional verbal and written communication skills explaining HR matters to employees.
• Demonstrated attention to detail and history of accurate, high quality work under all circumstances.
• Satisfactory completion of a Criminal Record and Judicial Matters Check.

Work Environment

• Exposure to regular office noise and interruptions.
• Regular exposure to situations involving conflict, emotions and adverse interpersonal dynamics.

Physical Requirements

• Lifting up to 20lbs. Body mobility including: bending, squatting, rotating, kneeling, walking, sitting on a regular basis.

Accommodations

Hastings and Prince Edward District School Board is committed to a qualified workforce that is representative of the diversity of the people in Ontario and across the communities we serve. We welcome applications from candidates with diverse backgrounds and lived experiences as a member of marginalized group, including but not limited to:

• First Nations, Metis, and Inuit peoples, and all other Indigenous peoples
• Members of groups that commonly experience discrimination due to race, ancestry, colour, religion and/or spiritual beliefs, or place of origin
• Persons with visible and/or invisible (physical or mental) disabilities
• Persons of marginalized sexual orientations, gender identities, and gender expressions

Hastings and Prince Edward District School Board is committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require an accommodation through any stage of the recruitment process please notify them when contacted, and we will work with you to meet your needs.

Thank you to all applicants for their interest. Only those selected for an interview will be contacted. This information is collected under the authority of the Education Act, and M.F.I.P.P.A and is used to determine eligibility for employment. In accordance with Ontario Regulation 521/01 Collection of Personal Information, criminal record checks and vulnerable sector screening will be required of all HPEDSB employees who have direct and regular contact with students.

About Us

Hastings and Prince Edward District School Board (HPEDSB) serves approximately 15,185 students each day at 38 schools (31 elementary, two K-12, four 7-12, one secondary). Supporting student achievement is the goal of approximately 1,720 teaching and support staff who, in addition to the contributions of caring volunteers and community partners, share their passion for teaching and learning.

The district covers a geographic area 7,220 square kilometers ordered by Maynooth to the north, Deseronto to the east, Prince Edward County to the South, and Quinte West to the west.

The region connects the outdoors with small cities, quaint villages and rolling rural landscapes. Here you will discover decades of tradition, mixed with new and emerging technology, creativity and innovation. Surround yourself with 1,200 km of shoreline in vibrant cities and towns accessible by highway and rail (1.5 hours to Toronto, 2 hours to Ottawa). Explore wilderness trails and sandy beaches, experience world-class fishing, enjoying exquisite culinary experiences and dozens of wineries. Perfect your golf swing at 23 golf purses, or take in Canadian arts and heritage attractions. Create your own story and picture yourself here.

Learn more about HPEDSB and Hastings and Prince Edward Counties on the Our Story page.