Human Resources Coordinator
Overview
The Human Resources Coordinator, reporting to the Manager, Total Rewards & Workforce Planning, is primarily responsible for the accurate processing of HR and payroll data into the Human Resources Information System (HRIS). The Coordinator must ensure accurate and timely processing of all faculty and research-specific payroll and benefit data, maintaining strict compliance with the LUFA (Lakehead University Faculty Association) Collective Agreement and RFP policy.
Responsibilities
This position is responsible for all processing and administration aspects of the employee life cycle for all LUFA (Faculty, Librarians, and Contract Lecturers) and research-funded staff (including Postdoctoral Fellows and Visiting Professors). This includes:
- Set up and maintain official employee personnel files including electronic and physical copy.
- Coordinate, maintain, and key into HRIS information on all employees including confidential demographic information (name, address, social insurance number, date of birth, etc.).
- Create new position ID’s within the HRIS and coordinate funding through Financial Services as required.
- Key new position information, ensure proper title, pay level, union designation, benefit entitlements, etc.
- Investigate and correct problems in HRIS modules, especially payroll problems with positions, rates, deductions, etc.
- Ensure that proper procedures and protocol are followed in entering employee data into HRIS.
- Calculate hourly/annual rates of pay and key into HRIS.
- Calculate retroactive pay for employees and key into HRIS.
- Calculate and enter changes in employee pay and benefits (pension, LTD, life insurance).
- Adjust employee pay for leave/non-leave and leaves related to research grants.
- Administer the departure process for multiple employee groups including resignation letter
- Collection, ending of wages and position within HRIS and benefit provider, confirmation and keying of outstanding vacation/overtime balances, and physical employee file coordination.
- Liaise with payroll to review processes/changes in processes and to define protocols.
- Cross-train with HR colleagues to be able to ensure knowledge sharing and provide support in times of absence or during peak periods.
- Oversee Merit and PTR processes for faculty
- Prepare, maintain and distribute list of new faculty, faculty profile, chairs/directors/deans, sabbatical lists, successful candidates for PTR, merit, anomaly
- Prepare and distribute all letters, agendas and memos pertaining to PTR, anomaly
- Prepare and distribute all correspondence related to merit including calculating revised salaries and entering into HRIS
- Prepare and distribute Professional Expense Reimbursement forms to all staff, calculate reimbursement, set up salary deductions for unspent monies
- Prepare eligibility and costing spreadsheet for sabbatical replacements
- Maintain faculty and librarian database used to prepare various reports used for anomaly, PTR committee, senate committees, etc.
- Prepare and submit reports to LUFA as required by the collective agreement
- Other training and team/
Qualifications
- Post-secondary diploma or degree in Human Resources/Industrial Relations (or related discipline) preferred in combination with at least two (2) years of relevant work experience. Comparable educational qualifications combined with prior work experience may be considered.
- Minimum of one (1) year experience working with HRIS in a data entry capacity preferred. Ellucian Colleague and/or form based HRIS experience considered to be an asset.
- Prior experience working within post-secondary education or multi-union environment is considered an asset.
- Exceptional computing skills including HRIS and strong knowledge of Microsoft Office Suite (Excel and Word in particular).
- Ability to successfully handle a high-volume workload combined with multiple priorities is critical.
- Working knowledge of Human Resource principles and practices in an environment where much of the information is highly privileged and confidential. Intermediate level understanding of employment related legislation, most notably Employment Standards Act.
- The capacity to apply and interpret legislation, policies, procedures and collective agreements in a unionized environment.
- Excellent oral and written communication skills, a high degree of organizational skills, flexibility and adaptability, capacity to work independently, and under strict deadlines.
- Ability to accurately complete repetitive data entry processing including terminating employees and system file cleanup.
- Strong customer service skills and ability to successfully work through frequent interruptions.
- Knowledge of office practices and ability to offer suggestions/advice to solve problems with office procedures and processes.
- A proven ability to establish and maintain effective working relationships and function as part of a team.
- Experience working with and knowledge of immigration legislation and the complexities associated with hiring foreign workers considered to be an asset.
Lakehead University is committed to creating a diverse and inclusive environment and welcomes applications from all qualified individuals including women, racialized persons, Indigenous people, persons with disabilities, and other equity-seeking groups. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority. This is in accordance with Canadian immigration requirements.
Lakehead University has a goal to recruit and retain a diverse workforce as measured by increasing representation of underrepresented groups among applicants, candidates, and hires. Experience working with Indigenous or racialized communities, and/or members of other equity-deserving groups, is a strong asset. A lived experience or worked experience of any of these issues is preferred.
We appreciate your interest; Lakehead University is committed to supporting an accessible environment. Applicants requiring accommodation during the interview process should contact the Office of Human Resources at (807) 343-8010 ext. 8334 or human.resources@lakeheadu.ca to make appropriate arrangements.