People Services Coordinator

Simplication; Rocky Mountain House; On-site; CAD 55,000 - 75,000; Full time

Job summary

Wild Rose School Division in Alberta seeks a People Services Coordinator to support staffing, onboarding and HR processes. The role is based in Rocky Mountain House with negotiable arrangements for remote, on-site or blended work.

You will maintain staff records, coordinate postings and onboarding, manage absences, and liaise with Payroll and schools. A proactive, detail‑oriented professional with strong interpersonal, communication and project management skills is preferred.

Qualifications

• Degree/Diploma in Business Administration or Human Resources would be preferential.
• CHRP designation preferred.
• Successful experience in a people services position (preferably 2 years).

Responsibilities

• Coordinate the job postings, hiring, onboarding of all WRSD staff.
• Prepare and post job postings for all employee groups.
• Issue staffing notifications for all employee groups.
• Prepare contracts and employment documentation for all staff groups.
• Coordinate onboarding activities for new employees.
• Maintain all staff records including personnel files, TQS documentation, certification tracking, and verification letters.
• Record and maintain teaching staff absences for staffing, payroll, and reporting.
• Maintain and troubleshoot the Absence System and Workboard; update entries and substitute lists.
• Prepare required reports related to substitute usage, staffing, and absences.
• Work collaboratively with the Payroll department.
• Advise People Services and Payroll of extended teaching staff absences per policy and collective agreements.
• Advise Payroll of substitute charges and post-payroll adjustments with documentation.
• Assist schools with certificated and support staff placements, coverage, and inquiries.
• Act as a liaison between schools and Division Office for staffing and absence matters.
• Schedule, review, and track completion of all staff evaluations.
• Update, maintain, and publish the Exempt Staff Handbook.
• Provide information during negotiations to support the Associate Superintendent and Director of People Services.
• Process and administer daily leave requests for all employee groups per policies and agreements.
• Administer sick leave processes and coordinating returns to work.
• Administer other leaves (EDB, personal, etc.) including notifications and extensions.
• Prepare correspondence for leave approvals, extensions, denials, and return-to-work requirements.
• Monitor attendance, leave and benefit compliance; escalate as needed.
• Prepare retirement and resignations correspondence and maintain records.
• Advise Payroll on absence-related impacts and required adjustments.
• Act as primary contact for staffing, absence management, and People Services systems.
• Manage HR Atrieve systems and dashboards; maintain locations, codes and configurations.
• Lead maintenance and improvement of People Services systems, dashboards and workflows.
• Identify process gaps and recommend staffing, leave, onboarding improvements.
• Provide guidance to schools and employees on staffing, leave, benefits and attendance.
• Develop and maintain reference materials, handbooks and online content.
• Manage the People Services section of the Division website.
• Ensure compliance with collective agreements and employment legislation.
• Maintain confidentiality of employee records and payroll data.
• Identify and mitigate staffing, payroll and benefits risks.
• Additional tasks as assigned by the Director of People Services.

Skills

Analytical

Detail-oriented

Organized

Interpersonal skills

Project management

Communication skills

Education

Degree/Diploma in Business Administration or Human Resources

CHRP Designation

Tools

HR Atrieve

Absence System

Workboard

Job description

Wild Rose School Division

Requires a People Services Coordinator

Wild Rose School Division is seeking a People Services Coordinator to join its People Services based out of the Division Office in Rocky Mountain House, Alberta. The People Services Coordinator will be cross trained and work collaboratively with all WRSD departments, reporting to the Director of People Services. This role offers negotiable work arrangements with location flexibility in mind. We look forward to collaborating with the successful candidate to determine whether a fully remote schedule, an on-site presence at the WRSD office, or a customized blended arrangement works best.

The Division seeks a highly analytical, detail-oriented, organized, dedicated and motivated professional with strong interpersonal, project management and communication skills. A proactive self-starter who can work well under pressure individually or in a team.

Duties and Responsibilities

• Coordinate the job postings, hiring, onboarding of all WRSD Staff

• Prepare and post job postings for all employee groups.

• Issue staffing notifications for all employee groups.

• Prepare contracts and employment documentation for all staff groups.

• Coordinate onboarding activities for new employees

• Maintain all staff records including but not limited to personnel files, TQS documentation, certification tracking, and verification letters.

• Record and maintain teaching staff absences for staffing, payroll, and reporting

purposes.

• Maintain and troubleshoot the Absence System and Workboard

systems, including updating and correcting entries, and maintaining accurate substitute lists.

• Prepare required reports related to substitute usage, staffing, and absences.

• Work collaboratively with the Payroll department.

• Advise People Services and Payroll of extended teaching staff absences in accordance

with policy and collective agreements.

• Advise Payroll of substitute charges and post-payroll adjustments, including rationale and documentation.

• Assist schools with certificated and support staff placements, coverage, and staffing-related inquiries.

• Act as a liaison between schools and Division Office for Certificated, and CAAMSE staffing and absence matters.

• Schedule, review, and track completion of all staff evaluations.

• Update, maintain, and publish the Exempt Staff Handbook.

• Provide information during negotiations to support the Associate Superintendent and Director of People Services

• Process and administer daily leave requests for all employee groups in accordance with approved policies, collective agreements, and delegated authority.

• Administer sick leave processes, including requesting medical documentation, liaising with ASEBP, coordinating employee returns to work, arranging coverage during absences, and calculating sick bank balances.

• Administer other leaves, including Extended Disability Benefits (EDB) and personal leaves, including notifications to ASEBP, preparation of approval correspondence, extensions, and return-to-work coordination, including but not limited to WCB, Personal, Professional and Maternity

• Prepare correspondence related to leave approvals, extensions, denials, and return-to-work requirements.

• Monitor compliance with attendance, leave, and benefit requirements and **escalate concerns as required.**

• Prepare retirement and resignations, Years of Service correspondence and maintain associated records

• Advise Payroll on absence-related impacts, substitute charges (Cost of Sub), and required payroll adjustments.

• Advise payroll on processes and procedures as required

• Act as a primary point of contact and subject matter expert for staffing, absence management, leave administration, and People Services systems.

• Manage and maintain HR Atrieve systems and databases, including locations, position codes, absence codes, leave codes, and related configuration.

• Manage and maintain HR Atrieve dashboards and reporting tools.

• Lead ongoing maintenance, configuration, and improvement of People Services systems, dashboards, and workflows to support operational efficiency and data accuracy.

• Identify process gaps and recommend improvements related to staffing, leave management, onboarding, and reporting.

• Provide guidance and clarification to schools and employees regarding staffing processes, leave administration, benefits, and attendance requirements.

• Develop and maintain reference materials, handbooks, and online content to support consistent practices.

• Manage and maintain the People Services section of the Division website.

• Ensure compliance with collective agreements, benefit plan requirements, employment legislation, and Division policies.

• Maintain a high standard of confidentiality when handling employee records, medical information, evaluations, and payroll-related data.

• Identify and mitigate staffing, payroll, and benefit-related risks through accurate documentation, system controls, and proactive communication.

• Additional tasks as assigned by the Director of People Services.

Education and Experience

• Degree/Diploma in Business Administration or Human Resources would be preferential.

• Preference will be given to an individual with the Certified Human Resources Professional (CHRP) Designation

• Successful experience working in a people services position (preferably for 2 years and current)

This is a year round out of scope position to commence as soon as possible.

Salary will be based on the successful candidate’s education and experience. In addition, the division offers a comprehensive benefits and pension package.

The successful candidate will be required to provide an original, satisfactory, and current (within six months) Criminal Record (including Vulnerable Sector) check as a condition of employment.

This position will remain open until filled but all applications received by 4:00 pm on October 16, 2026 will be guaranteed consideration.

Competition No. EX-26-27-01-PSC

By virtue of the submission of an application, the applicant agrees that the Director of People Services or designate can contact previous employers for the purpose of conducting confidential reference checks whether or not the applicant has listed a reference for that employer.

Wild Rose School Division strives to create a dynamic, diverse, and collaborative culture. We value diversity and welcome applications from all qualified individuals.