Executive Assistant + Human Resources Office Coordinator

Permanent Full-Time Excluded Position

Develop your HR career at Emily Carr University of Art + Design by joining a dynamic team of diverse HR professionals. Our students come from all walks of life, and here in the HR department, we support the university in reflecting that diversity in the staff and faculty that comprise this incredible community of learners and educators.

Emily Carr University of Art + Design is a school of students, faculty, thinkers and makers unlike any other. Established in 1925, we are the only specialized, accredited, public, post-secondary university in British Columbia solely devoted to education and research in the creative sector and its associated knowledge economy. We merge research, critical theory and studio practice in an interdisciplinary environment, strengthening our work by the integration of our personal and professional practices. Our strategy, facilities, partnerships and resources are intentionally student-centred to foster dialogue, expression and open connections in support of the next generation of creative and cultural leaders.

The Executive Assistant + HR Office Coordinator is responsible for performing a wide range of duties in relation to executive support to the AVP, office coordination, website content management, administrative and advisory duties concerning student hiring, and provides a variety administrative tasks in support of the Human Resources Department. The Executive Assistant + Human Resources Office Coordinator shall engage in their work with an aim to fostering a culture of justice, equity, diversity and inclusion (JEDI) for all those who attend our campus for work or for study. This will require the EA to remain current in EDI trends that impact their field of work and make recommendations to the Associate Vice-President on how to improve HR services. 

Benefits of Joining the Emily Carr community:

• Enrollment in a comprehensive benefits package, including Dental Coverage, Extended Health, Disability Coverage and Life Insurance.
• Membership in the College Pension Plan.
• Competitive vacation and Professional Development benefits.

As the successful applicant, you should possess:

• A bachelor’s degree in a related discipline.
• Minimum three years related experience, preferably in a unionized post-secondary environment.
• Or an equivalent combination of education and experience.
• Well-developed computer skills (i.e. Microsoft Office) and HRIS (i.e. Colleague).
• Web content development skills would be considered an asset.
• Ability to effectively build relationships with a diverse population of students, staff, faculty, and the public.
• Ability to perform a variety of tasks simultaneously and with frequent interruptions.
• Ability to perform duties with minimal supervision and to contribute effectively in a team environment.
• Ability to work with confidential material and situations.
• Ability to exercise good judgement and tact.
• Excellent oral and written communication skills.

• Provides confidential executive assistant support to the AVP Human Resources, by: organizing meetings and community gatherings at the direction of the AVP;  managing relevant video and teleconference platforms; preparing financial statements, memos, invoices, letters, and other documents; filing and retrieving corporate records, documents, and reports; researching and collecting data on a variety of HR related topics; helping prepare for meetings; reading and analysing incoming memos, submissions, and distributing them as needed;
• opening, sorting and distributing incoming faxes, emails, and other correspondence; and provide general administrative support.
• Provides expertise on the use, and troubleshooting, of the applicant tracking system and new hire onboarding solution.  Maintains an effective relationship with the vendor and acts as an internal liaison between the HR area and the vendor when troubleshooting the application, renewing contracts of service, and developing projects to customize the solutions. Provides training and information to the HR team and to community users as appropriate.
• Advises, supports and administers the Student Engagement policy and procedures, and the Model hiring procedures, which includes: Setting up hires into the HRIS; Advises hiring leaders on compensation levels, and advises on student service stipends (with an emphasis on maintaining an equitable approach to student stipend support); Creates, organizes, and maintains files; Communicates with hiring supervisors regarding hiring process, GL codes, timesheets, etc; Monitors required paperwork and follows up on incomplete forms; Tracks and follows up on Social Insurance Number expiry dates for international students; and Liaises with Financial Services regarding a variety of payroll related matters and works with Financial Services in updating relevant pay rate sheets, etc.
• Provides website administrative support and is responsible for all web content management functions.
• Assists in the administration of the recruitment of the department for staff, administrative and faculty hiring, including handling inquires related to the application process.
• Completes all routine office duties (incoming and outgoing mail, photocopying, distribution of documents, filing, ordering supplies, re-filling forms, etc.).  Word processes, scans, files, photocopies, etc. a variety of materials such as letters, memos, and reports. Composes routine correspondence.
• Oversees the student course evaluation system, including providing students and faculty with online evaluation information, procedures and timelines. In collaboration with Institutional Research, processes evaluation summaries and distributes to faculty. Tracks evaluation response rates and flags as appropriate. 
• In collaboration with University Events team, assists with the organization of Human Resources events, including developing event plans, monitoring budgets, and coordinating logistics (i.e. venue bookings, catering, décor, invitations).
• Provides coordination support for AVP, Human Resources relative to policy advising and/or investigations.
• Provides administrative assistance to the HR Advisors for special projects and periods of work subject to workload and availability.
• Submits applications for Criminal Record Checks, provides results to contacts as necessary, and follows up on expiry dates.
• Answers the telephone, greets visitors, and provides general information for the Human Resources Department in person and via telephone, fax, and email.
• Maintains the yearly HR calendar of activities.
• Prepares and posts signage for class cancellations for absent faculty.
• Performs other related duties as required.

To apply for this job, please visit https://ecuad.peopleadmin.ca. Competition closes on Friday, 12 July 2024.

Emily Carr University especially invites those who have demonstrated a commitment to upholding the values of equity, diversity, and inclusion and will assist us to expand our capacity for diversity in the broadest sense. In addition, to correct the conditions of disadvantage in employment in Canada, we encourage applications from members of groups that have been historically disadvantaged and marginalized. These include women, persons with diverse gender expressions and identities, persons of all sexual orientations, racialized persons, persons with disabilities, and First Nations, Metis, Inuit and Indigenous persons. All qualified people are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.