Human Resources Administrative Assistant

Job Title: Temporary Human Resources Administrative Assistant (L6)

Location: 126 Norland Avenue, Burnaby, BC

Duration: 12 months or until the return of the incumbent

Job Summary:

The Human Resources Administrative Assistant plays an important role in supporting the day-to-day operations of the Human Resources Department and serves as the first point of contact for general HR inquiries. This position helps ensure efficient HR operations through accurate record-keeping and administrative support across various functions, including talent acquisition, benefits administration, payroll, learning and development, and health and safety. The HR Administrative Assistant works closely with HR team members, Directors, and leadership to coordinate HR activities, maintain compliance with organizational policies and applicable regulations, and contribute to the overall effectiveness of the department.

Key Responsibilities:

Workforce Tracking

• Track and manage employee changes, including new hires, promotions, transfers, terminations, and position adjustments.
• Maintain and update employee records in the Human Resources Information System (HRIS), ensuring information such as job titles, pay changes, and personal details is accurate and up to date.
• Administer and monitor the time and attendance system to ensure accuracy and compliance with organizational policies and applicable labour regulations.

HR Reporting

• Compile, analyze, and prepare HR reports using various data sources related to employee information, turnover, compensation, and workforce demographics.
• Maintain the confidentiality of sensitive HR information and ensure reports are handled in accordance with applicable privacy requirements and organizational protocols.
• Assist with preparing reports for external audits, compliance reporting, and other organizational requirements.

Recruitment Support

• Assist with coordinating recruitment activities, including shortlisting candidates and scheduling interviews with hiring managers.
• Assist with preparing job descriptions, drafting offer letters, and conducting reference checks.
• Post job advertisements internally and externally through the organization's website and various job boards.
• Organize and maintain new hire documentation.

Office Management & Support

• Monitor and respond to incoming emails through the HR department's shared Outlook inbox, ensuring confidential personnel matters are handled appropriately.
• Maintain office supplies and coordinate supply orders as required.
• Assist with budget tracking, including collecting and submitting invoices to Finance and maintaining tracking tools.

Key Success Factors:

• Task prioritization and time management is required to effectively manage multiple tasks from all areas in HR
• Effective communication and collaboration contribute to the achievement of departmental goals
• Ability to adapt to different situations, tasks and environments is important in a dynamic workplace
• Positive interpersonal and customer services skills are key for building strong working relationship within the organization
• Demonstrate ability to deliver on project milestones and tasks, contributing to the successful project implementations

Education & Relevant Experience:

• Diploma or Bachelor's degree in Human Resources, Business Administration, or a related field (preferred).
• Minimum of 3–4 years of experience in an administrative or HR support role.
• Experience working with HRIS systems and maintaining confidential employee records is considered an asset.
• Strong administrative, organizational, and time-management skills, with the ability to manage multiple priorities.

Knowledge, Skills, & Abilities:

• Knowledge of HRIS systems and HR data management.
• Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.
• Excellent written and verbal communication skills when interacting with employees, leadership, and external partners.
• Proficiency in Microsoft Office Suite.
• Strong attention to detail and analytical skills, particularly in tracking and reporting.
• Ability to maintain confidentiality and handle sensitive employee information with discretion.

SALARY: $43.30 per hour

HOW TO APPLY:

Hours of work are 40 hours, five days per week.

The BCGEU supports employment equity. Indigenous workers, workers of color, women, 2SLGBTQI+ workers, and workers with disabilities are encouraged to apply for positions with the BCGEU.

Please include only one attachment with your application. If you need to include both a cover letter and a resume, combine them into a single file before uploading. Please reference the Position Title and the Job ID in the subject line when submitting your application. Applications with multiple attachments may be rejected.

Resumes will be accepted by e-mail to: recruitment@bcgeu.ca