Intermediate Administrator, Human Resources Operations

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

Benefits offered by this job

Competitive salary

Defined benefit pension plan

Group insurance coverage

Employee and family assistance program

Job summary

University of Ottawa is seeking a Payroll and HR Administrator to support payroll operations, HR processes, and records management on Main Campus. This role emphasizes compliance with policies and effective support for managers and staff.

Essential qualifications include two years in a similar role, HR principles knowledge, and bilingual proficiency. The position offers a competitive salary and benefits under the SSUO framework.

Qualifications

• Knowledge of administration and HR principles gained through postsecondary studies or equivalent
• 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 and payroll principles
• Experience in producing reports and handling high-quality work under deadlines
• Bilingualism – French and English (spoken and written)

Responsibilities

• Coordinate the payroll process for various employee groups within the sector and monitor payroll workflow
• Prepare and submit forms and documentation to initiate actions in employee records
• Coordinate the Work Study program from posting to cost recovery
• Provide guidance to managers to facilitate onboarding and manage work-study hours
• Act as resource for leave management inquiries and approvals to ensure policy compliance
• Provide information to internal clients on HR and payroll processes, deadlines and policies
• Maintain filing and records management for confidential personnel information
• Generate routine and ad-hoc HR and payroll reports
• Write and maintain internal procedure manuals for HR/payroll processes

Skills

Interpersonal skills

Communication skills

Bilingual – French & English

Education

Postsecondary studies in related discipline

Tools

Computer systems & software (financial systems, spreadsheets, databases)

Job description

Job Information

• Job Type: Employee
• Hours per week: 35
• Salary Grade: SSUO Grade 07
• Salary Range: $62 027,00 - $78 349,00
• Campus: Main Campus
• Union Affiliation: SSUO
• # of Open Positions: 1

About the Common Law Section of the Faculty of Law

Over the past 20 years, the Common Law Section of the Faculty of Law at the University of Ottawa has become a national and global leader in many fields. We are the only law school to offer a common law degree in both English and French, and our faculty is one of the most accomplished in the country. We are an engaged Faculty, and we have a strong culture of public engagement. We also have a strong bond with the legal community in Ottawa and a special relationship with the Supreme Court of Canada. We are leaders -- leaders in research, leaders in the profession and leaders in our community. On any given day, members of our faculty may be seen testifying before a Parliamentary committee, providing expert commentary in the media, or contributing to public policy debates on the issues of the day. We are the most-cited law faculty in the national media. Through our dedication we have built strong experiential learning opportunities for our students where our students have unparalleled access to, and interaction with, the highest judges in the land to help foster an inclusive and high-quality student experience.

Position Purpose

Perform 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.

Leave management: Act as resource-person for the sector on inquiries related to the use of the employee leave management system and collaborate with subject matter experts in central Human Resources to resolve any problems. May act as 2nd level approver for leave requests to ensure compliance with current policies.

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.

Reporting: Provide various simple- to moderately-complex reports on a scheduled as well as ad-hoc basis concerning payroll, leave, and human resources-related data to support ongoing operations and strategic planning.

Documentation: Write and maintain procedure manuals for internal use on procedures, processes and systems related to the incumbent’s responsibilities.

What you will bring

Essential 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

Other Qualifications

• 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)

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.

Diversity & Inclusion

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.

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.

Conditions & Eligibility

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.

If you are currently an active employee of the University of Ottawa, please apply using your worker profile in Workday and NOT through this external site.

Benefits and Perks

• competitive salary
• a defined benefit pension plan
• group insurance coverage
• an employee and family assistance program