Description:
The Human Resources Coordinator provides support and assistance to the Human Resources department in the functions of Payroll, employee relations, research, policy development, recruitment, selection, and onboarding.
The Human Resources Coordinator also provides supervision and direction to other staff in the coordination of HR functions and processes for all part-time, co-op, and volunteer positions within Conestoga Students Inc. (CSI) and Conestoga Student Services Inc. (CSSI). In carrying out supervisory responsibilities, the Human Resources Coordinator must cultivate and maintain a diverse and inclusive environment in which the variety of participants’ backgrounds, experiences, places of origin, racial/ethnic identities, sexual identities, gender, ages, and more are heard, respected, and valued by everyone.
This position reports directly to the Sr. Manager, Human Resources. In carrying out the duties of this position, a great deal of responsibility is exercised with final overview by the Sr. Manager, Human Resources. It is also important that the Human Resources Coordinator works extremely closely with the Sr. Manager, Human Resources to ensure that they are up to date on the basic overall operations of CSI’s Human Resources functions. In all activities, it is crucial that the Human Resources Coordinator recognizes that service to employees and students is a top priority.
Duties and Responsibilities
Payroll
- Support the development and maintenance of a competitive total compensation strategy for part-time/co-op staff (including non-monetary compensation and the “employee experience”) based on best practice and trends
- Process hours & earnings and administer biweekly payroll for all part-time/co-op hourly staff within CSI and CSSI
- Coordinate the tracking and processing of honorarium payments to volunteers
- Compile biweekly payroll reports for management as needed
- Assist with preparation of hours & earnings reports each semester for distribution to Work Study
- Assist in the annual audit by providing part-time/co-op staff information and documents as required to the Sr. Manager, Human Resources
Employee Relations
- Monitor the general CSI HR email and address all inquiries, forwarding or referring to the Sr. Manager, Human Resources as needed
- Follow up with part-time and co-op employees to collect missing employee information, payroll information, Study Permits, etc.
- Advise supervisors on the performance management process for part-time and co-op staff
- Document and draft warnings and performance improvement plans for part-time and co-op employees while being mindful of equity, diversity, and inclusion
- Collect, file, and organize part-time employee, co-op, and volunteer information
- Track and maintain login information for all employee accounts
- Draft employment confirmation letters for current and previous part-time and co-op employees, as requested
- Conduct all part-time/co-op employee offboarding procedures, including exit interviews, termination packages, ROEs, collection of company property, etc.
- Draft and distribute reference letters and employee confirmation letters for part-time staff
Equity, Legal & Research
- Keep up to date on all relevant legislation and best practice related to employment, Health & Safety, Accessibility, and Diversity & Inclusion, advising the Sr. Manager, Human Resources of any relevant updates or changes
- Ensure all employment-related activities at CSI and CSSI comply with related legislation and best practice, including (but not limited to): ESA, OHSA, AODA
- Assist with the annual review of all policies and procedures by researching legislative updates and changes
- Research and advise on legislative requirements, changes, and best practice in the areas of recruitment, accessibility, compensation, health & safety, and human rights
Recruitment, Selection, Onboarding
- Develop and update job descriptions and job ads for all part-time, co-op, and volunteer positions
- Collaborate with Conestoga College’s Work Study department to request and receive funding for part-time and co-op positions
- Post part-time, co-op, and volunteer opportunities to MyCareer and other job boards as needed
- Network with Conestoga College program coordinators to communicate employment opportunities for students
- Advise students on the Company’s job opportunities and recruitment processes
- Address recruitment-related questions and concerns from managers and supervisors
- Screen applications and participate in interviews for part-time and co-op positions in collaboration with the appropriate managers and supervisors
- Schedule interviews for all positions as needed
- Draft and issue offers of employment for part-time and co-op positions
- Conduct background checks for student employees through the following tasks:
- Screen Study Permits as needed to ensure international student employees possess a valid Study Permit at all times
- Check student status in the Student Information System (SIS) to confirm eligibility for on-campus employment
- Conduct background checks for full-time positions as necessary
- Schedule, arrange, and conduct training sessions for full-time employees, part-time/co-op employees, and volunteers
- Issue training-related materials and communications to employees and volunteers
- Track and document completion of onboarding and training processes for all employees and volunteers
- Assist with all recruitment, selection, onboarding, and training processes for full-time positions as needed
Other General Duties
- Work in accordance with corporate by-laws, policies, and procedures, particularly to the CSI Mission Statement
- Adhere strictly to laws, policies and procedures concerning health & safety, accessibility, etc.
- Maintain confidentiality for business practices
- Work in an organized manner where detail, accuracy and confidentiality are critical
- Mandatory attendance at CSI related training days
- Complete organizational/special projects as assigned by the Sr. Manager, Human Resources
- Other duties as assigned