HR Coordinator

Queen's University; Kingston; Hybrid; CAD 45,000 - 65,000; Full time

Benefits offered by this job

Hybrid work arrangement

Onsite Kingston campus

Job summary

Queen’s University in Kingston, Ontario, seeks an HR Coordinator to support recruitment, onboarding, and HR services. You will manage job postings, assist hiring committees, prepare offers, and ensure compliance with documentation. The role emphasizes client service, collaboration, and process improvements.

The position may be eligible for a hybrid work arrangement within Ontario; regular onsite presence at the Kingston campus is required as needed.

Qualifications

• University degree or three-year post-secondary program in business administration or a related field.
• Minimum of two years experience in an HR related role with recruitment responsibilities.
• One year experience in a customer service role, with a proven track record of exceeding client expectations.
• Experience drafting offer letters and/or other legal documents.
• Satisfactory Criminal Records Check (CRC) required.
• Consideration may be given to an equivalent combination of education and experience.

Responsibilities

• Provides exceptional customer service when working with HR colleagues, departmental leaders, employees, and the public.
• Drafts employment related offers for non-faculty employment groups including offers of employment, career development leaves, reduced periods of responsibility, and any other related letters as assigned.
• Coordinates and oversees the employment offer process utilizing Queen’s recruitment management software.
• Works with department leaders to define an effective recruitment advertising strategy and posting.
• Facilitates weekly New Hire Orientation and onboarding activities.
• Supports hiring committees by assisting in job descriptions, interview guides, and reference checks.
• Acts as a first point of contact for general recruitment inquiries.
• Supports the Ontario Immigrant Nominee Program (OINP) process by gathering and validating required documentation.
• Monitors active employment postings and ensures applicants are distributed to the hiring committee.

Skills

Customer service

Communication

Attention to detail

Confidentiality

Organizational skills

Team collaboration

Education

University degree in business administration or related field

HR-focused degree/experience asset

Tools

CareerQ

Job description

Reporting to the HR Manager, Client Services Team, the Human Resources Coordinator (HR Coordinator) is a key member of the Human Resources Client Services Team, providing support to a team of Human Resources Advisors in the administration of recruitment activities. The HR Coordinator ensures that recruitment activities are completed accurately and efficiently, with the goal of enhancing client service and the employee experience.

The HR Coordinator provides direct support with posting jobs, managing applicants, providing selection tools (i.e. interview guides), participating on hiring committees, managing offer processes, and verifying new hire documentation is complete and accurate. The work of the Coordinator will primarily be performed within the Queen’s recruitment management software.

This is a client service-oriented position supporting the internal Human Resources Client Services Team, as well as departmental leaders, employees, and future employees of Queen’s University. Grounded in HR’s values of collaboration, compassion, curiosity and continuous improvement, the HR Coordinator fosters meaningful relationships, approaches each interaction with empathy and respect, seeks to understand diverse perspectives, and embraces opportunities to improve processes and service. Through responsive service, thoughtful problem-solving and a commitment to inclusive practice, the HR Coordinator helps cultivate a workplace where employees feel supported, valued and empowered to succeed.

This role may be eligible for a hybrid work arrangement within the Province of Ontario. Candidates must be able to maintain a regular onsite presence at Queen’s University campus in Kingston, Ontario as required by the position.

KEY RESPONSIBILITIES

• Provides exceptional customer service when working with Human Resources colleagues, departmental leaders, employees, and the public.
• Drafts employment related offers for non-faculty employment groups including offers of employment, career development leaves, reduced periods of responsibility, and any other related letters as assigned.
• Coordinates and oversees the employment offer process utilizing Queen’s recruitment management software. Ensures all employment offer packages from new hires and internal transfers contain complete and accurate documentation.
• Works with department leaders to define an effective recruitment advertising strategy, posting the position to Queen’s careers website, and requesting third party advertising.
• Facilitates weekly New Hire Orientation, including coordinating and sending invitations, maintaining program updates and materials, facilitating onboarding presentations, responding to employee questions, and serving as a primary point of contact for new hires throughout their onboarding journey and beyond.
• Supports hiring committees by, assisting in the development of job descriptions and interview guides and completion of reference checks as required. May attend interviews on behalf of the Human Resources Advisor and provides advice on interview best practices.
• Acts as a first point of contact for general recruitment inquiries. Resolves the inquiry or redirects to the appropriate person within Client Services.
• Supports the Ontario Immigrant Nominee Program (OINP) process by gathering and validating required documentation, submitting applications through the appropriate channels, preparing employment reference letters, and tracking applications through to successful completion.
• Reconcile the Human Resources credit card on a monthly basis by reviewing transactions for accuracy, ensuring appropriate documentation and approvals were obtained, and preparing and submitting expense reports in accordance with organizational policies and procedures.
• Monitors active employment postings and ensures that applicants are distributed to the hiring committee upon closure.
• Proactively monitors term contract end dates and follows up with department leaders to facilitate timely extensions or off-boarding.
• Creates and activates position numbers for departments to obtain approvals to hire as needed.
• Supports the position re-evaluation process by collecting comparable positions and ensuring Human Resources Advisors and Directors have all information required to complete the evaluation.
• Serve as backup to the Human Resources Administrator by monitoring the HR inbox, responding to employee inquiries, managing and directing phone calls as appropriate, and prioritizing time-sensitive requests to ensure prompt and effective service delivery.
• Seeks ways to streamline processes and suggests enhancements where appropriate.
• Acts as backup administrator for Queen’s recruitment management system, CareerQ.
• Acts as backup for employment verification letters.
• Undertakes other duties or special projects as required in support of the department and as assigned.

REQUIRED QUALIFICATIONS

• University degree or three-year post-secondary program in business administration or a related field of study, a focus on human resources is considered an asset.
• Minimum of two years experience in an HR related role with recruitment specific responsibilities.
• One year experience in a customer service role, with a proven track record of exceeding client expectations.
• Experience drafting offer letters and/or other legal documents.
• Satisfactory Criminal Records Check (CRC) required.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS

• Excellent verbal and written communication skills, with the ability to communicate clearly, professionally, and with compassion when handling sensitive or confidential matters.
• Client service aptitude with the ability to maintain a service-oriented perspective while dealing with potentially challenging client service demands.
• Strong attention to detail including editing/peer reviewing skills.
• Capacity to embrace change and act as a change champion for others.
• Flexibility, initiative, and resourcefulness to work independently at a high level.
• Capable of maintaining strict confidentiality with an ability to recognize and handle confidential information in an appropriate manner.
• Sound judgement, tact, and discretion.
• Ability to work in a collaborative environment with a service orientation.
• Excellent communication (both verbal and written) and interpersonal skills for interactions with many different individuals in a variety of contexts.
• Organizational skills, in order to coordinate and direct the work of the unit. Ability to cope with multiple demands and resolve priority conflicts.
• Proficient using web-based technologies such as websites, social media and search engines.
• Ability to manage and prioritize large volumes of work with multiple sources of intake.

Promotes the value of diversity and the importance of being an inclusive organization and ensures equitable and fair treatment of others and actively works to make the workplace inclusive for all individuals.

DECISION MAKING

• Exercises independent judgement within establish policies, procedures, collective agreements and legislative requirements to support the effective delivery of human resources services.
• Prioritize workload in an environment with conflicting deadlines.
• Determine who, when and to whom information should be distributed.
• Determines when issues can be resolved independently and when consultation or escalation to the HR Manager or Director is required.
• Proactively identifies opportunities to improve processes and services and contributes to fair, consistent and inclusive human resources practices that support the university’s mission and values.