Intermediate Administrator, Human Resources

University of Ottawa; Ottawa; On-site; CAD 62,000 - 78,000; Full time

Job summary

The University of Ottawa is seeking a detail‑oriented Payroll & HR Administrator to support payroll operations and HR processes on the Main Campus. The role reports to the Intermediate Generalist, HR, and involves contract generation, on-boarding support, and records management.

Ideal candidates have postsecondary education with at least 2 years in a similar role, strong knowledge of payroll principles, and bilingual French/English communication skills.

Qualifications

• Knowledge of administration and human resources principles normally acquired through postsecondary studies in a related discipline or an equivalent combination of education and work experience.
• Minimum 2 years of demonstrated experience in a similar role.
• Knowledge of computer systems and software including financial systems, spreadsheets, databases, Internet and e-mail.
• Experience in interpreting, explaining and applying policies and regulations.
• Experience in a human resources environment.
• Experience with and understanding of payroll principles.
• Experience in producing reports.
• Ability to produce high quality work under pressure while meeting strict deadlines.
• Strong interpersonal and communication skills.
• Strong organizational skills.
• Bilingualism – French and English (spoken and written).

Responsibilities

• Payroll: Coordinate the payroll process for various employee groups within the sector, monitor payroll workflow, track daily activities, monitor compliance with related policies and implement changes as requested in order to ensure integrity and transparency of the payroll process.
• Prepare and submit requests for remuneration and other documentation necessary to initiate required action in employee records in order to minimize the possibility of an interruption in the employee’s pay.
• Verify payroll reports for accuracy and liaise with central Payroll service to reconcile any inconsistencies.
• Identify and resolve any discrepancies related to payroll information to minimize the possibility of a negative impact on the affected employee.
• Human resources: Prepare and submit all forms and documentation necessary for the generation of contracts to ensure the continuity in the employee’s pay.
• Liaise with central Human Resources to stay abreast of any changes in general policies and procedures related to human resources and payroll administration.
• Coordinate the process for the Work Study program (from posting to cost recovery) to support operational needs of the sector.
• Provide guidance to managers to facilitate onboarding and develop tools for effective management of work-study hours.
• Information and client service: Provide information to internal clients on various human resources and payroll processes, deadlines and policies to ensure that these are well understood and properly implemented.
• Records management: Maintain an effective filing and records management system to preserve discretion of highly confidential information for personnel of the sector and to ensure that complete and accurate documentation is available for future reference or audit purposes.

Skills

Payroll knowledge

HR administration

Policy interpretation

Report production

Bilingual (French/English)

Communication skills

Organizational skills

Education

Postsecondary education

Tools

Financial systems

Spreadsheets

Databases

Email/Internet

Job description

About the Faculty of Education:

The Faculty of Education, along with its commitment to the promotion, advancement and dissemination of knowledge in the field of education in general, is actively involved in teacher training. Located on the unceded ancestral lands of Algonquin peoples, the Faculty of Education is proud to promote equity, diversity, and inclusion. Moreover, according to the latest QS ranking, our faculty is ranked among the top 100 in the world, and fifth in Canada, for research.

Position Purpose

Reporting to the Intermediate Generalist, Human Resources, the incumbent performs a variety of activities to support the human resources and payroll operations of the sector while ensuring compliance with related policies and procedures. Assist with other administrative functions (maintenance of office equipment, mail distribution, etc.) as required.

Responsibilities

• Payroll: Coordinate the payroll process for various employee groups within the sector, monitor payroll workflow, track daily activities, monitor compliance with related policies and implement changes as requested in order to ensure integrity and transparency of the payroll process.
• Prepare and submit requests for remuneration and other documentation necessary to initiate required action in employee records in order to minimize the possibility of an interruption in the employee’s pay.
• Verify payroll reports for accuracy and liaise with central Payroll service to reconcile any inconsistencies.
• Identify and resolve any discrepancies related to payroll information to minimize the possibility of a negative impact on the affected employee.
• Human resources: Prepare and submit all forms and documentation necessary for the generation of contracts to ensure the continuity in the employee’s pay.
• Liaise with central Human Resources to stay abreast of any changes in general policies and procedures related to human resources and payroll administration.
• Coordinate the process for the Work Study program (from posting to cost recovery) to support operational needs of the sector.
• Provide guidance to managers to facilitate onboarding and develop tools for effective management of work-study hours.
• Information and client service: Provide information to internal clients on various human resources and payroll processes, deadlines and policies to ensure that these are well understood and properly implemented.
• Records management: Maintain an effective filing and records management system to preserve discretion of highly confidential information for personnel of the sector and to ensure that complete and accurate documentation is available for future reference or audit purposes.

What you will bring

• Knowledge of administration and human resources principles normally acquired through postsecondary studies in a related discipline or an equivalent combination of education and work experience.
• Minimum 2 years of demonstrated experience in a similar role.
• Knowledge of computer systems and software including financial systems, spreadsheets, databases, Internet and e-mail.
• Experience in interpreting, explaining and applying policies and regulations.
• Experience in a human resources environment.
• Experience with and understanding of payroll principles.
• Experience in producing reports.
• Ability to produce high quality work under pressure while meeting strict deadlines.
• Strong interpersonal and communication skills.
• Strong organizational skills.
• Bilingualism – French and English (spoken and written).
• #LI-HYBRID #LI-SA1

Key Competencies at uOttawa

• Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.
• Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self‑starting. Show availability and willingness to go above and beyond whenever it is possible.
• Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.
• Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier‑free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact [e-mail] to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can find out more. If this is a front‑line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute. Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid‑19 as defined in Policy 129 – Covid‑19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.

Salary: $62,027.00 - $78,349.00 (SSUO Grade 07). Hours per week: 35. Job Type: Employee. Postings duration: 12 months. Location: Main Campus. Union Affiliation: SSUO.

The University of Ottawa aspires to employing a staff that fully represents the diversity of Canada's population. As a result, it is committed to employment equity principles and aims to provide an inclusive and barrier‑free workplace. The University of Ottawa offers a generous pay and benefits package that includes a competitive salary, a defined benefit pension plan, group insurance coverage and an employee and family assistance program. Explore Our Benefits.