Reporting to the Associate Director, Employee and Labour Relations, the People and Culture Associate (PCA) will be the initial point of contact for People and Culture reception and general inquiries. The PCA is responsible for administrative functions that support the People and Culture team such as file management, departmental mail, People and Culture inbox, ad-hoc letter creation, new employee orientation, office supplies, expense reports, etc. The PCA will advocate for a positive employee experience by participating in a variety of departmental and organization-wide activities.
Primary Position Outcomes:
Support and Administration
- Provides a welcoming and helpful reception to the People and Culture main office;
- Supports the team by booking meetings, taking notes, completing forms, and sending reminders, etc.
- Coordinates and maintains People and Culture filing systems, (i.e., employee files, general files, etc.) ensuring information integrity, records retention compliance, and privacy compliance;
- Oversees the administrative coordination of the People and Culture office by completing expense reports, ordering office supplies, tracking gift inventory;
- Processes the daily departmental mail and People and Culture inbox;
- Administers People and Culture calendar including team and university-wide reminders and events;
- Prepares employment verification letters, ad-hoc letters and mass mailings (including mail merges);
- Maintains the People and Culture budget, including the organization of invoices, reconciling costs, sending finance requests, and distributing charges to the appropriate account and cost centre;
- Anticipates and responds to sensitive issues by communicating with ease and discernment; follows up with key stakeholders in a timely and professional manner;
- Assists with policy administration including development, tracking, and revision documentation;
- Prepares fillable forms and ensures forms are up-to-date and accurate;
- Supports Executive Officer & AVP People and Culture with quarterly Board of Governor and Board Committee subcommittee reports;
- Ensures employee email distribution and seniority lists are accurate and up-to-date;
- Recommends procedures and guidelines to streamline processes supporting various administrative systems and programs as well as implements best practices through consultative and collaborative working relationships within the department and throughout the university;
- Integrates inclusion, diversity, and accessibility in human resources processes and activities and upholds the university’s commitment to EDI and indigenization;
- Works with other units within and external to the University in support of positioning RRU as an employer of choice.
RRU Employee Experience
- Prepares communication and distributes internal correspondence and announcements (i.e., via email and Crossroads);
- Facilitates the online and/or in-person new employee orientation that is informative and engaging;
- Supports onboarding re: welcome emails & new employee gifts;
- Creates an environment that positively supports the People and Culture team experience with team and university events (i.e., recognition events, team events, etc.);
- Supports the achievement of HR goals and objectives by participating in and contributing to People and Culture activities and projects;
- Communicates People and Culture activities and information to university employees.
Health, Safety, and Wellness
- Attends meetings and provides administrative support for the Joint Health and Safety committee;
- Liaises with internal and external partners to plan and execute health, safety and wellness events (i.e., Flu clinic, Noloxone programs, EFAP or other HealthyU events).
