Human Resources Coordinator

Position Title:
HR Coordinator (18 Month Contract)

Reports To: Director, Human Resources

Vacancies: One (1) temporary contract assignment

Location: Toronto (Hybrid: 3 days on-site)

POSITION SUMMARY

Reporting to the Director of Human Resources, the Human Resources Coordinator (18 Month Contract) will support and coordinate key HR functions—from recruitment and onboarding to development and employee relations.

They will provide essential administrative support and help drive initiatives that enhance service delivery and operational efficiency. They will also have the opportunity to contribute to department-wide projects that align with our strategic goals and make a meaningful impact across the organization.

RESPONSIBILITIES

Human Resources Administrative/Support Duties

• Address general employee inquiries about HR-related areas; escalate issues to appropriate manager as well as internally within HR

• Represent the department as a visible, approachable and professional HR resource

• Complete and/or process and maintain documentation and transactions in HR systems for events throughout the employee lifecycle including: new hires; leave of absence; benefit changes; transfers; and departures including changes on third party websites (e.g., ADP)

• Create appropriate employee documentation including drafting letters and memos

• Use and manage HR systems (e.g., Success Factors, ADP, JazzHR) at a high level of proficiency and troubleshoot issues including designing workflows, report writing and finding efficiencies

• Maintain manual and computerized filing, HRIS and web-based HR systems

• Maintain and design databases to track, compare data and present information, including headcount and HR reports and engagement survey data.

• Assist in the implementation of various training initiatives and successfully monitor attendance and participation in such programs

• Coordinate, research, plan and execute programs such as social events, Take Your Kids to Work day, Service Awards and Fundraising events

• Ensure compliance with employment laws

• Act as point person for sending and posting employee communications on TPA intranet (under direction of HR leaders)

• Track and report on completion of employee processes (e.g., performance management; forms completion, etc.)

• Perform various audits as required to ensure accuracy of data on both internal and external program/sites

Recruitment, Selection and Onboarding

• Draft new job postings or update existing ones in consultation with hiring manager

• Enter job postings into applicant tracking system to initiate staffing approvals process; communicate status to hiring team; open job and post on sites as appropriate

• Support the recruitment process as required, from shortlisting and screening calls to booking interviews, to participating in interviews and debriefs

• Facilitate interview process through creation of interview questions, scheduling onsite and online interviews and distribution and completion of interview packages (conflict of interest, returned interview notes, etc.)

• Prepare offer letters, under guidance of HR team members; coordinate sending of offer letters through applicant tracking system

• Use, maintain and enhance the applicant tracking system/recruitment processes

• Complete onboarding requirements for all new hires, such as preparing letters of offer and scheduling orientation sessions

• Lead the orientation process for new employees including setting up personal record files, forms completion and distribution to appropriate departments/third parties, sending and tracking completion of new hire documentation

• Coordinate and assist in New Hire Orientation sessions (workshops, new hire breakfast, training on HR systems, etc.)

• Coordinate with recruitment agencies and post-secondary educational institutions as directed by the HR team

Other Duties as Required

• Participate in various and ad hoc HR projects, including conducting research; conducting analysis; and developing communication materials

• Identify opportunities for continuous improvement of HR processes, documents, systems and initiatives

• Complete other duties as required

QUALIFICATIONS

• Bachelor’s Degree or College Diploma in business, Human Resources or relevant field; or combination of equivalent, relevant work experience

• Working toward the Canadian Human Resources Professional (‘CHRP”) designation is an asset

• Minimum three years’ experience in an HR role

• Experience with recruitment/selection

• Experience working with collective agreements is an asset

• Exceptional customer service orientation and skills.

• Advanced computer skills in Microsoft Office suite (Word, Excel, Outlook and PowerPoint), Internet knowledge, and proficiency with HRIS systems

• Experience specifically with SuccessFactors is an asset

• Strong interpersonal skills including strong verbal, written and listening communication skills

• Excellent follow-through and high level of accuracy and attention to detail

• Demonstrated ability to organize time and set priorities to meet various deadlines in a fast-paced work environment

• Working knowledge of current legislation, human resources practices, procedures and policies, including the Employment Standards Act

• Strong team player who can also work independently given direction

• Ability to maintain discretion and confidentiality and deal with sensitive matters