Human Resources and Administrative Coordinator (J0526-0449)

Hire Authority; Kingston; On-site; CAD 52,000 - 72,000; Full time

Job summary

Hire Authority seeks an experienced Human Resources and Administrative Coordinator to support Queen’s University Athletics & Recreation in Kingston. You will handle recruitment, onboarding, payroll processing, and HR inquiries with confidentiality and accuracy.

The role involves implementing HR processes, maintaining records, and assisting with equity initiatives while partnering with the HR Manager to improve service delivery within a high-demand university environment.

Qualifications

• Knowledge of HR policies, legislation and best practices.
• Experience using HR systems (PeopleSoft) and iWork is an asset.
• Ability to learn new software and adapt to university processes.

Responsibilities

• Maintain up-to-date HR policies and payroll processes in compliance with legislation.
• Respond to inquiries, provide HR guidance, and support payroll.
• Process payroll for full-time and casual staff; troubleshoot issues.
• Coordinate recruitment, onboarding, and contracts using HR systems (PeopleSoft/iWork).
• Generate reports and maintain employee data accuracy.
• Support equity, diversity, inclusion programs and training tracking.
• Assist in term contracts, job postings, and onboarding orientation.

Skills

HR compliance

Customer service

Interpersonal communication

Time management

Initiative

Equity and diversity

Education

Post-secondary HR diploma

University degree asset

CHRP designation preferred

Tools

Microsoft Office

Outlook

Word

PowerPoint

Excel

Database programs

PeopleSoft

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 familiarise 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.

REQUIRED QUALIFICATIONS

• Completion of a post secondary diploma in Human Resources Management. University degree in related area considered an asset.
• Minimum three-years of work-related experience in a human resources environment, preferably within the post-secondary sector or comparable institution.
• Advanced computer knowledge, including proficiency in Microsoft Office, including Outlook, Word, PowerPoint and Excel as well as database programs.
• Knowledge of both university and departmental structures including procedures and administrative systems considered an asset.
• Demonstrated ability to learn new software and programs. Experience with PeopleSoft & iWork is considered an asset.
• Knowledge of HR related legislation, policies, AODA and best practices.
• CHRP Designation preferred.
• Consideration will be given to an equivalent combination of education and experience.

SPECIAL SKILLS

• Excellent customer service skills with the ability to handle difficult situations with tact and diplomacy.
• Excellent organizational and time management skills and the ability to work under pressure with multiple deadlines.
• Excellent interpersonal and communication skills, both oral and written to interact with a diverse range of people in many different contexts.
• The ability to take initiative and to assess and establish priorities while working in an environment with multiple interruptions and strict deadlines.
• Promote and support equity and diversity in the workplace.

DECISION MAKING

• Assess the nature of inquiries and issues and determine when to handle directly and when to engage with the A&R Manager, Human Resources.
• Determine how to keep the Manager, Human Resources apprised of deadlines, matters of urgency, significant events and follow-up required on specific concerns.
• Set priorities and determine which project requires the most attention, within inflexible time constraints.
• Determine appropriate response to administrative inquiries and decide when new information calls for further action such as distribution or verification.
• Determine how, when and to whom information should be distributed.
• Make recommendations regarding office policies and procedures; suggest and help implement changes.
• Make daily operations decisions and resolve administrative problems within guidelines as they arise, referring highly unusual problems to more senior staff.