The Coordinator, Administration is responsible for providing confidential administrative support for an assigned leader within the Human Resources (HR) Department. This includes recruitment administration support, labour relations support, calendar, financial and budget administration, records maintenance, archiving, and reception coverage. Incumbent will be required to preserve the confidentiality and security of all correspondences, documents and information, and take responsibility for errors in judgement or accuracy. Primary responsibilities of this position include:
General Administration: Creates and maintains HR documents, files, purchase orders, invoices, expenses, spreadsheets, statistical reports and presentations. Prepares agendas, meeting minutes, memos, letters and other documents as required. Routinely handles confidential information. Provides a variety of information and assistance to internal and external contacts as well as the public on matters relating to Human Resources or departmental procedures and programs. Ensures inquiries are appropriately handled or redirected.
Information Delivery Support: Develops, researches, compiles, tracks, and assembles information for budgets, procedures, expense claims, and reports for internal distribution. Maintains information on the intranet and on information systems (such as SAP) to ensure they are accurate and up-to-date.
Department Support: Provides scheduling support by booking appointments, scheduling meetings and interviews. Provides support for assigned leader. Assists with daily and/or weekly recruitment and other HR related tasks. Responsible to provide back up to reception and records areas. Assists with special assignments and projects as required.
A Diploma in Business Administration or Human Resources is required.
Two (2) years’ experience in a professional administrative and confidential environment, preferably in human resources is required.
Experience working in a public-sector environment with unionized and non-unionized employees considered an asset.
Equivalent combination of post-secondary education and directly related work experience may be considered.
You will possess the following:
Excellent customer service skills and the ability to establish and maintain effective working relationships with employees, leaders, and external contacts.
Proven ability to be discreet and keep all information and documentation strictly confidential.
Strong communication skills, both verbally and written, and the ability to accurately record information.
Demonstrated ability in handling a fast paced and varied workload in a flexible manner.
Must be a self-starter able to work with minimum supervision and direction.
A high proficiency with Microsoft Office programs (Word, Excel, PowerPoint, Outlook).