Overview
Human Resources Administrative Assistant Jobs in Sudbury, Ontario at NOSM University | Université EMNO
Title: Human Resources Administrative Assistant
Company: NOSM University | Université EMNO
Location: Sudbury, Ontario
Competition Number:2024-1815-MV
Position Title:Administrative Assistant
Unit:Human Resources
Location:Thunder Bay or Sudbury
Salary:$48,108.88
Term:Eighteen (18) Months
Competition Closing Date:Open until filled
As a member of the Human Resources Team, this position’s primary purpose is to provide a complete range of administrative support and professional Administrative Assistant level expertise to the Unit.
In a fast paced environment, the position reports directly to the Director of Human Resources but will be given tasks from all team members. Multi-tasking and organization are key to supporting this Unit.
RESPONSIBILITIES
Tasks include but are not limited to the following:
Opens and distributes incoming regular and electronic mail and other material and coordinates the flow of information internally and with other units and organizations. Prepares replies on routine matters on behalf of the HR Unit.
Schedules meetings, books rooms, and organizes video/teleconferences for Unit or committee members ensuring that all necessary arrangements are made. Committee support includes creation and distribution of agenda, recording and preparation of meeting minutes, coordination of follow-up required, dissemination of documents, etc.
Prepares, edits and proofreads correspondence, reports, presentations, and other required material/documentation. Prepares graphs, charts, spreadsheets, and schedules to aid unit members.
Undertakes routine administrative tasks including arrangements for printing, photocopying, collation of documents, coordinating catering and travel arrangements, and completing relevant reconciliations.
Using approved NOSM University standard procedures, develops, updates and maintains electronic and hard copy files, which are often highly confidential, in order to retrieve information using knowledge of filing systems and retrieval.
Supports various committees by preparing minutes, scheduling and preparing meeting documentation.
Unit specific responsibilities:
Assists and answers questions and inquires as reception for the Human Resources Office; in person and over the phone and is the first point of contact for the [email protected] email account.
In collaboration with the HR Coordinator, posts job vacancies on Internal and External websites and distributing vacancies to local career centres and/or recruitment sites. Sets up and maintains competition files for all postings including creation of posting number, creation of a file and organizing applications in correct folders and responds to candidates on routine matters. Drafts offer letters for signature.
Creates graphs/charts and spreadsheets for HR Unit. Processes and maintains Human Resources personnel files for all employee classifications. Maintains some HR metrics and produces reports as required by the Unit.
Responsible for retention and archiving of all personnel records and other HR related records –both electronic and paper. Ensuring accurate and organized records as maintained at all times.
Administratively supports the tuition waiver process by receiving and verifying eligibility of waivers, drafting and sending letters to universities, maintaining tracking spreadsheet, and collecting required documentation from employees in accordance with the Tuition Waiver Policy and Procedures.
Maintains a database for the NOSM University Professional Development Fund. Receives all applications and liaises with Finance and NOSM …
