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Under the supervision of the HR Generalist and working closely with other Human Resources staff, the HR Assistant provides procedural guidance and maintains relevant accurate employment information for all employees in compliance with legislation, collective agreements and college policies. The HR Assistant processes a wide variety of forms, reports and correspondence and data in the college’s integrated computer system. Working with confidential matters, the individual acts as an initial contact for HR enquiries (internal / external), and provides appropriate initial guidance on a wide range of personnel matters.

TYPICAL DUTIES

• Acts as a primary liaison for routine HR matters and answers a variety of employment related queries from employees and external inquirers, provides guidance on human resources procedures, basic collective agreement questions and other related information;
• Analyzes, reviews, and completes all processing requirements for employee appointment forms and offer letters including salary step, increment, probation / trial periods, vacation, sick leave, benefit and pension eligibility to ensure employees receive timely and accurate compensation;
• Supports employee recruitment and selection by reviewing hiring requisitions / approval documentation; initiating and coordinating the administration of job competition files; using online tools for receiving and forwarding resumes; determining applicant status, tracking, screening and assessing applicants and responding to candidate and departmental inquiries;
• Creates job vacancy postings, uses online tools to distribute to all sites / locations and processes other various advertising requests. May sit on interview panels as requested by supervisor or HR Consultants;
• Calculates, inputs, and updates Human Resources information such as leaves, probation, benefit eligibility, increments, absences, evaluations etc into the college Integrated database system (Colleague) ensuring accuracy and meeting established deadlines;
• Generates, produces and distributes forms and correspondence relating to leaves of absence including general leaves, maternity / parental leaves, and other types of leaves, recurring layoffs and other employment status changes;
• Shares and provides guidance on HR administrative procedures, systems and processes in appropriate formats;
• Participates in new team and HR department member orientations;
• Generates reports from Colleague system including standard, legislatively required and ad hoc reports, responds to information surveys and compiles other HR reports as required; may participate in end-user testing;
• Monitors all sources of salary and benefit eligibility changes and makes adjustments to initiate appropriate transactions;
• Identifies and upon approval develops or adapts new processes and / or procedures to manage change, increase efficiency and follow HR best practices within the position;
• The HR Assistant will also support one or more of the following areas :

Labour Management Cooperation Committee (LMCC)

Joint Advisory Job Evaluation Committee (JAJEC)

Diversity Advisory Committee (DAC)

Human Resources Events and Projects :

• Schedules and coordinates meetings and related activities, provides administrative support; processes agenda / minutes / correspondence; produces and distributes required reports; gathers Information as required; attends presentations; Maintains relevant database(s) and other documentation; Responds to inquiries and provides supervisors / employees with relevant forms and information; Liaises with contractors / training consultants to set up group seminars; creates and distributes advertisements and announcements; tracks registration and processes payments / fund transfers where appropriate; Develops and updates information on the HR web page (intranet & internet) and for other media, documents and forms;
• Relief coverage for HR Office Assistant duties as well as for other positions in the HR department.
• Performs other related duties similar in scope and complexity. Qualifications Grade plus a two year diploma in human resources, payroll or administration together with three years directly related experience or an equivalent combination of education and experience.
• Must be very exact with figures and calculations and have accurate and proficient keyboarding skills.
• Demonstrated business communication skills.
• Demonstrated solid computer skills specifically with integrated databases, MS Office suite; experience working with the Internet, performing web searches and using web tools (eg. Contribute, Adobe LiveCycle, SharePoint).
• Excellent customer service skills including the ability to handle inquiries from staff, the public, external agencies and occasionally students; understand and apply confidentiality regarding personal information and the Freedom of Information and Protection of Privacy Act (FIPPA previously FOIPOP).
• Proven ability to prioritize work, problem-solve, work independently or as an effective team member, exercise initiative, maintain calm during periods of high volume, multitask and work with frequent interruptions on a daily basis, and ability to work in and adapt to a changing environment. Supporting Truth & Reconciliation Commission's Recommendations Capabilities The core capabilities are required for all positions at the college.

Focus on Students and Their Success (Core)

• We all have a role to play in promoting and supporting students – directly or indirectly – contributing to their success, education and transition as they build their path to the future.

Cultural Alignment (Core)

• Inclusion and respect align with Camosun’s traditions of lifelong learning and positive, supportive experiences for all. We examine our individual and institutional cultures and, through indigenization, consider other ways of knowing (thinking), being (approaches), doing (acting), and relating.

Fostering and Nurturing Relationships (Core)

• Fostering and nurturing relationships is at the core of everything we do. Successful workplace relationships take time to develop and include building trust, engagement and collaboration.