Human Resources & Corporate Services Administrator

Shock Trauma Air Rescue Service (Stars) - Calgary, AB (30+ days ago)

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Human Resources & Corporate Services Administrator


The Human Resources & Corporate Services Administrator provides professional support to the HR team primarily with occasional support of our Business Development, Marketing and Communications teams. This position handles details of a highly confidential, critical and sensitive nature, and must function efficiently and effectively in a professional environment. They are required to independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications and opportunities, and organize and maintain many administrative processes. The successful incumbent will be a proven achiever and polished professional with the ability to professionally interact with internal team members and external resources.

Job Duties
This role will be responsible for providing administrative support to the HR team which includes:

Acting as the owner of the confidential file room which may include -

Ensuring new personnel files have been created with all appropriate information

Following up on any manager checklists not received for new hires

Filing of documentation throughout the year

Coordinating the transition of old files to off-site storage in accordance with the HR Records Policy

Working on a project to migrate files electronically over time

Acting as the single point of contact for the recognition program and working with leaders to coordinate recognition gifts and pins, as well as providing a monthly list of anniversary dates to Directors and Admin for recognition purposes

Tracking and following up on process requiring annual completion:

Performance reviews (also look for trends)

Code of Business Conduct

Safety training (if required)

Providing meeting coordination for HR program rollouts or training sessions

HR Drive - cleanup of electronic files as required

Providing administrative recruitment support to the HR team as required

Acting as a HireGround Super Admin for HR (recruitment system) and assign roles in the system as required

Posting jobs externally

Booking interviews

Administering Background Check process. Administering pre-employment A&D testing for safety sensitive roles

Booking CEO interview with top candidates

Assisting as needed with drafting offer letters

Completing IT request form and new hire notification email

Storing recruitment files electronically and creating new employee files with new hire paperwork

Managing provincial in-boxes for resumes

Providing back up support to HR Coordinator on other HR systems – develop working knowledge of Avanti and Kronos

Provide assistance on HR and OH&S policies

Edit all first drafts of the policies

Review due dates for upcoming policies

Preparing letters for the implementation of the annual compensation program

Administering and preparing materials / agendas for new team member orientation. Coordinating logistics on the day of orientation

Seeking ways to proactively improve processes and outcomes

Other duties as required

Provide general administrative assistance to Human Resources, Business Development, Marketing and Communications in times of need which may include, but not limited to:

Coding and tracking all invoices for payment. Reconciling the departmental credit cards

Travel booking and expense submission for team members and support booking business meetings as required

Maintains confidentiality and acts with professional integrity

Minimum of 3 years in previous human resources administrative support role, a relevant degree a strong asset

Master user in all MS office application, especially Excel

Flexibility – can adapt easily to ever changing business priorities and needs

Positive, can-do attitude

Plan, prioritize and organize work effectively

Attention to detail – values accuracy and has high standards around quality of work

Strong problem solving abilities

Strong sense of urgency to achieve results

Builds solid relationships at all levels in the organization

Works well as a team member