Human Resources and Administrative Coordinator (J0526-0449)

Queen's University; Kingston; On-site; CAD 55,000 - 75,000; Full time

Job summary

Queen's University Athletics & Recreation department seeks a Human Resources and Administrative Coordinator to manage HR and administrative tasks, including recruitment, onboarding, and casual payroll processing. This role serves as the first point of contact for HR inquiries and supports managers with employment-related matters.

The incumbent will oversee HR systems, maintain records, support equity initiatives, and collaborate with cross-functional teams to ensure compliant HR processes across

Qualifications

• Experience applying HR processes and payroll practices.
• Ability to interpret policies and collective agreements.
• Proven ability to handle confidential information discreetly.

Responsibilities

• Maintain knowledge of Queen’s policies and HR procedures.
• Respond to inquiries with accurate HR/payroll guidance.
• Process payroll for full-time and casual staff; troubleshoot issues.

Skills

HR processes

Payroll processing

Onboarding

Confidentiality

Communication

Records management

Data analysis

HR systems

Tools

PeopleSoft

FAST

acQuire

iWork

Job description

Job Summary

Reporting to the Manager, Human Resources, the Human Resources and Administrative Coordinator (Coordinator) supports the Athletics & Recreation (A&R) Department by coordinating day-to-day Human Resources (HR) and administrative functions, including recruitment, hiring, onboarding, and casual payroll processing. As the first point of contact for all inquiries to the A&R HR department, the Human Resources and Administrative Coordinator supports A&R managers and employees with inquiries related to employment.

The role supports the application of HR processes, policies, and legislative requirements, and supports managers and employees in the interpretation and application of collective agreements. The Human Resources and Administrative Coordinator addresses all matters with a high degree of confidentiality and discretion. The incumbent also maintains records management systems and supports departmental Human Resources projects and initiatives.

Job Description

KEY RESPONSIBILITIES:

• As a primary contact and representative of the Athletics & Recreation Human Resources department, maintain up-to-date knowledge of Queen’s University policies and procedures, applicable legislation (including the Employment Standards Act), and collective agreements, and apply this knowledge to support accurate and compliant HR and payroll processes across the department.


• Respond professionally to inquiries and requests received in person, by email or phone; provide accurate information and consultative advice related to HR best practices, policies, payroll administration, and HR systems in a timely fashion;


• Answer questions within established guidelines; bring sensitive or unusual issues to the attention of the Manager, Human Resources; remain knowledgeable about Queen’s A&R procedural guidelines, Queen's University policies, payroll and benefit information, timelines and forms, and related processes


• Responsible for payroll processing and troubleshooting, assess and resolve issues which may impact running payroll. This may include preliminary investigation of issues, gathering data or contacting managers and employees as required.


• Provide operational support to the Manager, Human Resources by serving as the Athletics & Recreation subject matter expert for HR systems. Maintains a high level of proficiency across HR platforms, prepares reports, supports data analysis, and ensures employee data is entered, audited, and maintained accurately and in a timely manner.


• Provide confidential administrative and coordination support to the Manager, Human Resources in recruitment, hiring processes, employee matters and workforce planning activities.


• Identify system and process improvements; make recommendations for changes to the Manager, Human Resources, and plan and facilitate implementation and dissemination of changes.


• Support the Manager, Human Resources with onboarding and employee integration by coordinating new hire orientation activities, and helping familiarize new employees with university policies, processes, and resources. Provide recommendations to enhance orientation content and delivery to improve the overall onboarding experience.


• Work closely with other HR departmental units to provide effective and comprehensive human resources support to clients. Provide exceptional customer service when working with Human Resources colleagues, departmental leaders, employees, and the public.


• Act as the A&R Office timekeeper by processing and maintaining confidential payroll data for full-time and casual staff, including regular hours, vacation, overtime, lieu time, and leave records, ensuring accuracy, confidentiality, and compliance with established deadlines.


• Manage the departmental time and attendance system for full-time employees by maintaining employee profiles and system access (adding/removing users), loading vacation entitlements, and ensuring accurate leave and attendance records. Escalate complex or unresolved issues to the Manager, Human Resources as required.


• Complete monthly payroll deduction processes for full-time employees by accessing confidential payroll information within the FAST financial reporting system, ensuring accuracy, data integrity, and adherence to established university timelines and requirements.


• Create and maintain casual contracts in PeopleSoft, including verifying, coding, and inputting time and pay data, while reviewing and validating employment contracts, certifications, and required documentation (e.g., CPIC) for completeness and compliance prior to processing in iWork and acQuire. Verify financial coding (GL) accuracy across systems.


• Monitor and audit employee expense reimbursements (ERS), ensuring compliance with financial policies, approval requirements, and system controls. Provide guidance to staff on process requirements and compliance expectations.


• Support the Manager, Human Resources in administering professional development approvals and reimbursements, including tracking, documentation, and process coordination.


• Proactively monitor term contract end dates and follows up with department leaders to facilitate timely extensions or off-boarding.


• Provide administrative and coordination support to the Manager, Human Resources in the planning and delivery of full-time staff I-EDIAA education sessions, while also supporting employment equity processes by tracking equity-related and mandatory training completion for A&R staff, maintaining compliance records, following up with individuals to ensure completion, and assisting with equity, diversity, inclusion, accessibility, and anti-racism initiatives, including liaising internally to coordinate training opportunities as available.


• Take a lead role with various HR strategic projects in close partnership with the Manager, Human Resources and other A&R partners that improve HR service delivery at A&R, including collection of current state information, researching best practices and developing future state recommendations.


• Provide support to the Manager, Human Resources in the implementation of project plans.


• Provide comprehensive administrative and operational support to the Athletics & Recreation (A&R) Human Resources Department, including scheduling, correspondence, records management, meeting coordination, reporting, and committee support.


• Promote a culture of inclusion that embodies A&R values, with a commitment to the university’s I-EDIAA initiatives designed to foster an inclusive, supportive, and welcoming work environment for individuals with diverse backgrounds and identities.


• Participate in departmental committees and working groups, contributing to HR and financial initiatives as required.


• Support coordination of A&R intranet updates to ensure the timely and accurate maintenance of the A&R intranet as appropriate, including determining layout, information, and links.


• May supervise day-to-day activities of HR students/interns.


• Undertake other duties as required in support of the Department.