Desjardins Ltd Looking for Human Resources Assistant at Toronto, Ontario, Canada Full Time

The HR Assistant coordinates Human Resources functions within the School of Population and Public Health. This includes, recruitment, hiring, and appointment/reappointment processes for staff, student, Postdoctoral Fellows, and Research Associates within the School. The incumbent is also responsible for completing all administrative clerical tasks regarding human resources management for the School relating to faculty, staff and students.

Work Performed

• Provides information to faculty and staff on current UBC human resources policies and practices, such as attendance and leave management, vacation and sick leave benefits, appointments and reappointments.
• Advises faculty and staff on applicable collective agreements terms, including limited interpretation (e.g., sick/vacation accruals, notice periods, posting deadlines, etc.).
• Responsible for the full-cycle appointment and termination activities for all staff, students and some faculty appointments within the School, including preparing, verifying, processing and tracking staff, student and non-bargaining faculty (e.g., post-doctoral fellow and visiting scholar) appointments and other employee changes using Workday.
• Responsible for ensuring sufficient funding to support appointments and solicits appropriate financial approvals for workflow, verifies salary entitlement, benefits eligibility and employee eligibility for the role. Coordinates with Principal Investigators and administrators for alternate worktags, as required.
• Records and coordinates HR procedures.
• Enters job descriptions, updates and maintains hiring documents and other required data into UBC systems, such as Workday, as well as submits job descriptions for classification and processes hires according to established guidelines.
• Prepares, verifies and processes full-cycle paperwork related to appointments, reappointments, funding transfers, salary increases, promotions, transfer and severance notices, leave of absences etc. for all appointees within the School, including staff, students, faculty, Research Associates and Postdoctoral Research Fellows. Tracks and follow-ups on problems related to appointments and processing.
• Responsible for running upcoming appointments ending reports in Workday and maintaining SPPH Appointment Tracker to ensure all appointments are extended without a break in pay. Maintains database by entering, updating and retrieving data and ensuring payroll accuracy.
• Responsible for communicating with Payroll, Human Resources, and FoM Dean s Office to investigate and solve complex payroll and personnel discrepancies.
• Supports staff recruitment activities, including shortlisting candidates, scheduling employment interviews and testing, participating on interview panels, completing reference checks and preparing offer letters and onboarding documents. Completes health and safety site-specific orientations for new core staff located in the SPPH building as required.
• Monitors, verifies and corrects vacation and sick leave data for staff in Workday.
• Ensures integrity of employee records when entering data (Workday, Excel, etc.), updating, and retrieving data as well as with the maintenance of paper files.
• Prepares complex reports and analysis.
• Maintains and updates electronic mailing lists and corresponding spreadsheets for SPPH faculty, staff and students.
• Arranges catering, schedules committee meetings, takes minutes, files and other duties as necessary.
• Provides backup coverage for the SPPH Administrative Coordinator and Executive Assistant as required.
• Assists the HR Manager, Senior HR Manager and Director of Administration on projects as required.
• Performs other related tasks as required.