HR Executive Assistant (Excluded)
University of Alberta
Edmonton, AB
This position is excluded from the bargaining unit and offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

Reporting to the Director, HR Integrated Client Services (HRICS), the HR Executive Assistant is responsible for executing a wide range of administrative and executive support related tasks and activities for the Director, HRICS as well as the HRICS portfolio, which includes the labour relations function and the newly established structure. This position works independently and interacts with senior leadership, unions and associations at all levels, external customers and partners in a dynamic and fast-paced environment. Absolute confidentiality, discretion and a high degree of professionalism are critical to this position.

Duties:
Coordinates and maintains an effective and efficient administrative support system to the Director, HRICS and the team members within the HRICS unit:

Supports the Director by tracking and monitoring deliverables and ensures follow-up and responses are provided as agreed to in meetings, action items and emails.
Prioritizes and manages the day to day schedule of the Director, HRICS, including internal and external commitments and coordinates preparation and logistics for meetings and special events.
Prioritizes and manages the electronic calendars of the unit, prepares and distributes correspondence, reports, presentations and educational materials to the HR Partners (distributes agendas, meeting materials, and reports).
Provides administrative support to the various committees or working groups as assigned. Coordinates schedules and supports the Labour Management function including tracking action items for the unions and associations as well as the Employer as well as taking formal minutes.
Proof-reads, edits, and formats reports, correspondence, and presentations. Sends correspondence on behalf of the Director. Takes meeting minutes as required for internal and external meetings.
Prepares general analytical and research support and background information for the Director and Senior HR Partners using a variety of research methods such as on-line searches and contacting external sources. Coordinates reports and PowerPoint presentations.
Coordinates all travel arrangements for meetings, conferences and workshops including the booking of airfare, confirming hotels and preparing itineraries as required.
Tracks, manages and processes expenses.
Supports the recruitment and selection process (e.g. scheduling interviews, organizing interview packages, etc.).
Supports staff agreement processes and personnel administration:

Develops, edits, and maintains templates related to Academic (APO, TAPS), MAPS, and Support Staff Agreements as assigned (e.g. position disruption, layoff, agreement templates, etc.). Creates electronic forms.
Drafts materials for web page updates, updates public process info sheets and posts necessary changes to the web.
Coordinates APO/MAPS End of Probation notifications: requests report, prepares forms, emails to appropriate supervisors, follows up with applicable HRP.
Assists with FOIP requests: gathers information, assists with the completion of the Response/Submission Form and forwarding documents to the Information and Privacy Office on the date requested.
Facilitates employee requests to review HRS Personnel files.
Facilitates Legal requests for copies of Employee files.
Orders materials such as publications, training materials and/or audio conferences as requested.

Qualifications:
Minimum high school diploma required; post-secondary education in Business, Administration or Human Resources is preferred.
Minimum two years of relevant administrative experience is required; previous experience within an HR environment is desired.
Previous experience within a high volume unionized and non-unionized environments is preferred.
Experience in managing busy calendars and dealing with conflicting priorities is required.
Demonstrated organizational and prioritization skills with strong attention to detail.
Excellent communication and highly refined people skills with a proven ability to work with sensitive and confidential materials; excellent spelling, grammar, editorial and proofreading skills.
Excellent computer skills, including proficiency in MS office Suites and a recognized HRIS system along with applications such as Sitecore, Google Apps, PeopleSoft, Records Management and Scheduling softwares.
Sound knowledge and understanding of issues within HRICS is required.
Proactively take charge of situations and understand the importance and urgency of issues while maintaining a calm and organized environment.
Use independent judgment, initiative and tact to make administrative decisions, resolve issues and escalate to the appropriate areas in a timely manner with careful regard for confidentiality and in accordance with the company s policies and procedures.