Excluded Support Position Description. Section I. Position Information Update Only Classification Review

Transcription

1 Excluded Support Position Description Section I Position Information Update Only Classification Review Position Title Employment Services Administrator Position # , , Department Human Resources Classification Level Excluded Support Range 1 Reports to Junior Human Resources Analyst Effective Date August 28, 2015 Position Summary Briefly describe the main purpose(s) of the position Duties and Responsibilities Organize by key responsibility area and include % of time spent where possible As a key member of the Employment Services team, the Employment Services Administrator (ESA) is responsible for providing exceptional client service to internal University clients and stakeholders and external recruitment stakeholders through the coordination of all administrative processes relating to recruitment, classification, promotion, probation, tenure reviews, position management, new staff orientation, employee and position changes and performance management, HR operational and HR budget administration, adhoc reporting, group professional development funds and employee awards and recognition. Recruitment (25%) The ESA is responsible for all administrative, logistical and support functions as they relate to recruitment, including but not limited to working with the HR Advisor on all aspects of the recruitment process, advising the Hiring Manager on recruitment and advertising processes, providing support to interview committee members, and acting as a liaison and first point of contact with candidates and external agencies. The incumbent is responsible for maintaining a strong knowledge of and for ensuring accuracy and compliance with all applicable policies, procedures, collective agreements and legislative requirements in relation to recruitment. Employee & Position Maintenance (25%) The incumbent is responsible for the administration of employee onboarding, maintenance, changes, reporting and off-boarding within the HR Information System (HRIS) and employee personal files. The incumbent is responsible for working with the HR Advisors, employees and supervisors on all aspects of the employee life cycle (excluding benefits and payroll administration), including but not limited to recruitment, probation, promotion, tenure review, employee relations, employee changes, employee trends (reports) and

2 terminations. The incumbent is responsible for maintaining a strong knowledge of and for ensuring accuracy and compliance with all applicable policies, procedures, collective agreements and legislative requirements in relation to employee life cycle administration within both the HRIS and employee personal files. Employee Reviews (10%) The incumbent is responsible for the administration of all employee probation, promotion, and tenure review processes, including but not limited to initiating the process, coordinating and liaising with applicable review committees, adhering to applicable timelines, and ensuring the accurate and timely completion of the required processes. support to the HR Advisors in relation to the Performance Assessment / Merit / and Cost of Living Adjustment Processes as required. The incumbent is responsible for maintaining a strong knowledge of and for ensuring accuracy and compliance with all applicable policies, procedures, collective agreements and legislative requirements in relation to Employee Review administration within both the HRIS and employee personal files. HR Budget Administration (10%) support to the HR budget process, including but not limited to processing HR related expenses/invoices, travel and expense claims, and initiating/completing HR related requisitions, purchase orders and contracts for service. Employee Relations (5%) The ESA Administrator is responsible for providing administrative and coordination support to the HR Advisor for employee relations matters, including but not limited to research, report creation, meeting coordination, file creation and maintenance, etc. Information Maintenance (5%) The incumbent is responsible for maintenance of Employment Services related Web Pages, network shares, templates and aliases.

3 Employee Recognition (5%) support to the Employee Awards and Recognition process, including coordination of Employee Award nomination and award process; and administrative and logistical support to the Employee Recognition Event. Professional Development Administration (5%) The incumbent is responsible for the administration of Group Professional Development Funds, including but not limited to budget maintenance, committee coordination, approving funds, liaising with committee members and applicants, and for providing advice to clients regarding applicable Collective Agreements, policies, procedures and processes. Training and Development (5%) In conjunction with the Junior HR Analyst, assist in training of other HRA s. Participate in Training and Development initiatives to enhance one s professional capacity. Support Coverage (5%) support when required to other colleagues, projects or administrative processes when required. Other duties as assigned.

4 Occupational Health and Safety Classification Factors Context and Complexity Responsible for awareness of one's OHS related responsibilities as an AU employee and for participating in the AU OHS Program as required. This positon requires critical accuracy and an in depth knowledge of applicable Collective Agreements, policies, procedures and processes. The incumbent is responsible for not only applying requirements but for calculating changes in pay and applicable salaries. The incumbent must be able to adapt to daily changing priorities, processes and requirements. The incumbent must also be able to provide advice to clients and stakeholders regarding information requirements within the applicable Collective Agreements, policies, procedures and processes and bring issues and anomalies to their supervisor when required. The incumbent works in a fast paced environment with frequent interruptions, multiple demands, tight deadlines and priorities from multiple colleagues. The incumbent must be able to maintain complete accuracy with the ability to multitask and continually adjust priorities to meet deadlines and avoid delays in payroll processing, recruitment or departmental changes. Attention to detail is absolutely essential, as all information must be accurately maintained to ensure superior customer service, correct processing, as well as easy access and reference to accurate record maintenance and reporting. Work Problems Authority The incumbent must maintain strict confidentiality with all information given its sensitive nature. The incumbent must be able to work independently while balancing multiple demands and responsibilities. The incumbent must be able to prioritize assigned tasks and meet the multiple deadlines. Situations outside of established routines often arise and the incumbent is expected to use his/her discretion to either find a solution or refer the situation along with recommended actions to the supervisor. Authority to approve temporary and casual staff appointments when required. Authority to approve all recruitment advertising, travel and accommodation expenditures and relocation information for candidates. Codes and reviews recruitment expense claims and invoices for verification, accuracy and completeness. Accountable to maintain and reconcile a corporate purchase credit card.

5 Authority to approve group professional development applications as required. Consistency and accuracy in the application of collective agreement, policy, procedure and process supported by complete documentation is vital. Responsible for the training of casual, temporary and permanent staff members in similar positions. Contacts and Communication No supervision required. This position is the first contact to all potential employees with Athabasca University. A friendly, knowledgeable and professional manner is important. The incumbent must maintain a professional attitude with employees and potential employees at all times and always exercise discretion as recruitment and/or classification issues can be very sensitive and confidential. The incumbent must have strong communication and analytical skills in order to provide superior service while maintaining high work standards. Communication requires a prompt, professional, courteous and objective demeanor. This position is privy to highly confidential information related to HR functions (including recruitment, salary, benefits and labour relations). The incumbent must respect the requirement for confidentiality in all aspects of the position. The incumbent works directly with clients and stakeholders and must be able to adapt to their various needs and coordination requirements while also adhering to applicable Collective Agreements, policies, procedures and processes. The incumbent must also be able to provide respond to inquiries and provide advice to clients, stakeholders and potential employees on all matters related to Employment Services, escalating the inquiry when required. It is essential the incumbent remains objective to provide candidates, clients and stakeholders with unbiased guidance. Inaccurate inputting of information or improper analysis of information, collective agreements, policies and procedures may result deterioration of employer / employee relations, payroll implications, labour relations implications and reporting inaccuracies.

6 Signatures for Section I Incumbent's Signature Supervisor's Signature Section II Qualifications Includes education, experience, skills, abilities and any other special qualifications required. The qualifications relate to the position not the incumbent A two (2) year diploma in Human Resources, Administration or related field plus Registered Professional Recruiter (RPR) or similar designation required as well as three to five years administrative experience. Human Resources experience considered an asset. A combination of related education and experience may be considered. The incumbent must possess strong verbal, written, analytical and mathematical skills as well as a strong attention to detail. Must have strong organizational skills with the ability to prioritize workload in order to adhere to inflexible time lines. The ability to work independently is essential. Experience working within a unionized environment and interpreting and applying collective agreements, policies, procedures and processes. Excellent computer skills including HRIS (AU Recruit, Empath, Banner) Windows, Microsoft Office, Alfresco, Cognos, and HR Recruiting Software an asset. Exceptional communication (written and verbal) and exemplary interpersonal skills. Excellent analytical abilities would be considered a valuable asset. Must ensure confidentiality is maintained with all information. Signatures for Sections I and II Executive Officer Signature August 28, 2015 Human Resources Review