Summary of Organizational Responsibilities:
The Human Resources Coordinator provides administrative and operational support for the human resources department, with key duties including assisting with recruitment (posting jobs, scheduling interviews), managing employee records and databases, coordinating onboarding and orientation, helping with payroll and benefits administration, responding to employee inquiries, and ensuring compliance with HR policies and Canada labor laws. They act as a primary point of contact, maintain confidentiality, and support the HR team in various projects to ensure smooth operations and a positive employee experience.
Core duties and responsibilities
Human Resources administration (using CollageHR)
- Onboarding and Offboarding: Manage the end-to-end process in CollageHR, including setting up new employees and processing departures in compliance with the LNIB Personnel Policy.
- Employee Data Management: Maintain confidential and accurate employee records, documents, and personal information within CollageHR, adhering strictly to Canadian privacy laws (PIPEDA) and LNIB record retention policies.
- Compliance Tracking: Use CollageHR to track custom fields and reminders to ensure compliance with the Canada Labour Code, including specific provisions for Aboriginal employees, such as paid leave for traditional practices.
- Time and Attendance: Manage and track employee leave requests, including vacation, illness, and other leave types, within CollageHR, and timesheet submissions within HealthBoxHR.
- Performance Management: Support performance review cycles and manager check-ins using CollageHR tools, in line with LNIB's policies.
Health and wellness coordination
- Benefits Administration: Assist LNIB employees with benefits enrollment and general inquiries, ensuring that confidential health information is handled in accordance with privacy laws and cultural protocols.
- Wellness Program Support: help employees better utilize the Employee assistance program and coordinate and promote culturally relevant health and wellness initiatives, respecting LNIB's customs and traditions.
- AI Support: Leverage AI assistants in software to provide employees with answers to routine HR queries, ensuring culturally appropriate communication and information.
Employee engagement and recognition (using Bucketlist)
- Recognition Program Management: Use Bucketlist to manage the employee recognition program, celebrating individual and team achievements in a manner that reflects LNIB's values.
- Milestone Automation: Automate the acknowledgment of service anniversaries and other milestones using Bucketlist to foster a positive and appreciative work environment.
- Engagement Tracking: Monitor and analyze employee engagement metrics and participation rates within Bucketlist to inform employee engagement strategies.
Communications and general administration
- Internal Communications: Draft, edit, and distribute internal communications for LNIB staff and leadership ensuring messages are clear, culturally respectful, and accurate.
- External Communications: Assist with communications for LNIB members and partners, leveraging the LNIB website and other channels as directed.
- Reporting and Analytics: Help Create monthly, quarterly and yearly HR management reports and presentations including support providing a monthly newsletter submission.
- Collaboration and Document Management: Utilize SharePoint and OneDrive for effective team collaboration and secure storage of sensitive HR documents, upholding the strictest confidentiality.
Other Duties
- Provide emergency operations support during any declared emergency such as floods or wild fires.
- Participate in community events to build rapport with members
- Assist with development of group training sessions
- Participate in team building events such as staff breakfasts and BBQ’s.
- Other related Human Resources duties as assigned
Required skills and qualifications
- Post-secondary education in Human Resources, Business Administration, or a related field.
- Proven experience using HRIS or HCM software, with specific familiarity with CollageHR, Healthbox, or Bucketlist being a strong asset.
- Demonstrated proficiency with Microsoft Office 365.
- Excellent written and verbal communication skills, including the ability to communicate with tact, diplomacy, and cultural sensitivity.
- Thorough understanding of the Canada Labour Code, particularly regarding provisions affecting Aboriginal employees.
- Working knowledge of Canadian privacy laws (PIPEDA) and an understanding of data governance as it pertains to Indigenous communities.
- Knowledge of LNIB's personnel policies and respect for LNIB's culture and traditions.
- Strong organizational skills and attention to detail.
- Ability to maintain the highest level of confidentiality with sensitive employee and Band information.
- Note: Given the nature of the role within a First Nation environment, an understanding of Indigenous issues, protocols, and the specific context of the Lower Nicola Indian Band is essential for success.
Working Environment:
High volume periods requiring occasional overtime, mixed with low volume periods requiring initiative. Monthly and bi-weekly deadlines are strict. Close team environment. Frequent dialogue by phone, email, test, and in person with staff and managers. Occasional distractions from office noise. Individual office with own filing. Working long periods at a computer, with occasional periods on the phone, and paperwork. Some travel required.
