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Title Administrative Assistant to the Executive Director, Human Resources
Job ID 13A-1066
Campus/Site Markham
Job Classification Administrative
Job Type Full Time
Position Overview Reporting to the Executive Director, Human Resources, the incumbent will contribute to the effectiveness of the Executive Director through provision of high quality administrative support and secretarial services. He/she also provides administrative and secretarial support to the Director, Employee & Labour Relations, and secretarial services to several committees. The incumbent maintains information tracking, schedules and filing systems, coordinates meetings and special events, and is the front line representative for the Executive Director. At all times, the Administrative Assistant will maintain the highest degree of confidentiality.
Responsibilities • General HR office coordination including physical space logistics (phones, furniture, moving, renovations); sourcing/purchasing office supplies; ensuring purchase orders are controlled and processed
• Assist with and monitor the departmental budget; update the Employee Attendance Tracking tool for HR.
• Prepare correspondence, reports and presentations which may incorporate the formatting of data/text graphics and spreadsheets.
• Arrange, organize and coordinate committee and ad hoc meetings; produce and distribute meeting notes.
• Generate and distribute general HR memos, correspondence, reports and mail to the College community.
• Maintain the Executive Director’s calendar, i.e. set up meetings, grievance/arbitrations, make travel/accommodation arrangements, etc.
• Manage the Executive Director’s email correspondence where requested.
• Maintain a bring forward system to ensure matters are handled promptly and efficiently.
• Provide administrative and secretarial support to the HR Directors including arranging meetings, travel, etc.
• Carry out selected HR projects on behalf of the Executive Director and the HR Management team, e.g. provide research and prepare applications for awards and honours (Top 100 Employer, HRPAO award nominations, etc.)
• Conduct ad hoc research for specific meetings, proceedings or projects.
• Produce reports for internal/external purposes, e.g. information for Ontario Ministry of Training, Colleges and Universities, information for the College Employer Council, etc.
• Manage the administrative components related to the College’s HR policy development and revision; implement HR policies established/revised by policy owners and/or executive committee; communicate new and revised policies in a timely manner; organize/distribute/post and maintain HR policies on the College website.
• Coordinate events for HR which include provincial/national conferences, College-wide events or Human Resources e.g. CAAT conference, HR departmental meetings/planning days, etc.
• Liaise with administrators, faculty, staff, students and public for information exchange and problem identification/resolution. Relays confidential and sensitive information pertaining to disciplinary issues, advocacy and policy formulation, maintaining strict confidentiality.
• Field general inquiries to the appropriate people and/or department.
• Assist with contingency planning exercises.
• Provide relief support for Compensation Specialists and Benefits Specialists as required; back up other HR staff including assisting in peak periods and for vacation coverage.
• Other duties as assigned.
Qualifications • Minimum 2 year Diploma or equivalent education, preferably in Human Resources Management, Office Administration or Business. (If in another field of study, state how education is related.)
• 3 Years progressive experience in coordinating the office activities for a busy, service-focused department, preferably Human Resources including meeting/event planning, and minute/note taking.
• Excellent interpersonal and written communication skills, diplomacy, tact, ability to maintain confidentiality, strong organizational skills, ability to multi-task effectively, and calmly handle a demanding workload with conflicting priorities.
• Experience working in a Human Resources department for a large, multi-union workplace is an asset.
• Possess a high level of discretion and client service skills together with the ability to resolve minor conflicts.
• Advanced computer skills, including extensive knowledge of all current Microsoft Office applications (including PowerPoint, Excel, Word).
• Basic operational knowledge of modern office technology including web-based communications technologies; editing web pages; and electronic scheduling/calendaring systems.
• Well-developed interpersonal, customer service and communication skills (verbal and written) to interact effectively with multi-cultural/racial/able students, staff and the public are required.
Required Date As soon as possible
Posting Date November 26, 2013
Closing Date December 4, 2013
To Apply
Click on “Apply Now” below. Applications must be submitted online by the closing date and must include a covering letter and resume (as one document) in Word or pdf format. 
Note: A skills assessment may be administered and proof of degrees, credentials or equivalencies from accredited regional or federal post secondary institutions and/or their international equivalents will be required at the time of interview.
Seneca College is committed to diversity and encourages applications from all qualified candidates, especially aboriginal persons, francophones, members of sexual minority groups, persons with disabilities, visible minorities and women.
We thank all applicants for their interest in this position, however only those selected for an interview will be contacted. Upon request by the applicant, accommodation will be provided in all parts of the hiring process.
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