Human Resources Assistant

POSITION OVERVIEW:

The Human Resources Assistant will assist the Human Resources Manager in administering and maintaining day-to-day HR functions for all institutions (Alexander College, Alexander Academy, Brighton College) and affiliated companies. The HR Assistant will assist general communication (phone, e-mail, and in person) with all staff and instructors. A large part of the HR Assistant’s job will be to assist in the employee recruitment and development process from beginning to completion. The HR Assistant may work closely with managers from different departments to support staff recruitment, development, performance, and improvement.

REPORTING RELATIONSHIP:

Reports to the Human Resources Supervisor, Human Resources Manager and VP of Operations

EMPLOYMENT TYPE:

Full-time, Temporary (1-year contract with possible extension)

SALARY RANGE:

$50,000 – $52,000 per year

WORK WEEK:

The Employee will work during regular business hours, Monday to Friday for 37.5 hours per week (not including a 30-minute unpaid meal break per day). Flexibility will be required. Occasional overtime may be required.

LOCATION:

This position is located at our Burnaby Campus but requires the Employee to travel between, and work at, the various campuses of Alexander College, Brighton College and Alexander Academy in the Lower Mainland

EDUCATION & EXPERIENCE REQUIREMENTS:

• Bachelor’s degree in Human Resources from BC or equivalent*
• At least 1 year of post-secondary training in HR, or a relevant administrative discipline;

*An equivalent combination of education & experience may be considered

QUALIFICATIONS:

• Superior English written and oral communication skills;
• Excellent interpersonal skills;
• Highly organized, diligent, and detail-oriented;
• Experience working as a part of an administrative team;
• Experience working with staff and faculty in a professional manner;
• Ability to handle confidential material and situations with tact and discretion;
• Strong ability to take initiative and complete tasks as assigned;
• Superior ability to interpret and apply College, government, and departmental policies, procedures, and guidelines;
• Intermediate proficiency with MS Office suite, with proven mastery of Word and Excel;
• Ability to maintain professionalism and cordiality at all times when working with others;
• Strong ability to proactively, critically, and collaboratively problem solve;
• Flexibility and a ‘team player’ attitude;
• Exceptional work ethic and ability to initiate and remain on task without supervision.

SPECIFIC RESPONSIBILITIES:

The duties include, but are not limited to:

Administrative

• Assist in tracking vacation, sick days, lateness, and absences for all staff and instructors and work through discrepancies with employee and finance
• Maintain and improve HR resources within HR department (files, forms, archives)
• Communicate, promote, and organize staff and instructor professional development (internal and external) opportunities
• Assist HR Manager in editing employee handbooks, position descriptions, contracts, internal policies, etc. while ensuring compliance with the Employment Standards Act and all other BC legal system requirements
• Protect and administer sensitive employee information including relevant data kept in employee files (paper and electronic) on behalf of the College
• Provide administrative support to the administrative team (coverage at front desk, planning and organizing events, staff functions, etc.)
• Support HR Manager in special projects
• Participate in department meetings.

Full-Cycle Recruitment & Selection  

• Assist the HR Manager and team with employee hiring and termination processes
• Input, organize, and improve employee and staff HR files and databases, including using ADP Workforce Now (electronic and paper)
  • Ensure all Employee documentation is complete and maintain electronic and paper files and follow up on discrepancies
• Assist in managing job postings and maintenance, filtering applications, phone screening, scheduling interviews, conducting interviews, conducting reference checks, preparing and presenting formal employment offers
• Provide input for improvement and development in recruitment processes and best practices to HR Manager
• Conduct basic employee and instructor orientation, complete items on new hire checklists, and send introductory email to staff, SASC members, and Department Heads if applicable
• Track interviews and update candidate profiles
• Conduct exit interviews with staff and ensure exit process is completed
• Coordinate with relevant departments for employee set up (or terminations) of IT, facilities, payroll, benefits, etc.

Compensation & Benefits  

• Assist HR Manager in communicating benefits plans (Extended Health and GRSP – Group Retirement Savings Plan);
  • Effectively communicate plan details to eligible employees
  • Ensure that eligible employees are properly enrolled in plans
• Promote enrollment to eligible employees to enroll in Extended Health plan and GRSP
  • Send GRSP reminder communication and plan details/package to employees when eligible
  • Send GRSP reminder communication and information to employees at their 5 year anniversary or when they are eligible for a change in their GRSP contribution amount

Communication 

• Provide first point of contact to employees and faculty for all related inquiries and direct them by phone, e-mail, or in person to the appropriate person or department
• Support, listen, and advise employees about organizational policies and their rights as an employee
• Provide staff and instructors with clear information and explanations of HR-related policies and procedures
• Respond to external candidates in a professional and timely manner
• Establish and maintain effective on-going communication with organizational leaders, managers and supervisors

Research and Development

• Identify areas for improvement within the HR division and discuss with HR Manager
• Assist HR Manager in analyzing employee trends and creating relevant reports
• Assist HR Manager in organizing initiatives to improve the employee experience.

Other 

• Assist HR Manager in long and short-term administrative planning
• Carry out professional activities in an honest, professional and ethical manner
• Foster a climate of trust and fairness in all dealings with employees
• Represent the HR Office and College appropriately at internal and/or external events
• Invigilate course examinations while showing reasonable flexibility with respect to scheduling during each semester’s examination period.
• Other duties as assigned by the HR Manager, Executive team, or VP Operations.

HOW TO APPLY:

If you are interested in the above position and you would like to apply, please e-mail your cover letter and resume with the e-mail title being “[Your full-name]_Human Resources Assistant 2025” to hiring@alexandercollege.ca.

Please note that applications without a cover letter will not be accepted. In your cover letter, be sure to tell us what you would bring to the team and why you’d be perfect for this role. Only shortlisted applicants will be contacted.

No phone calls please.

Alexander College values the diversity of its community and is committed to creating an inclusive and equitable learning and working environment. We welcome applications from all qualified candidates, including those from groups that have been historically underrepresented in post-secondary education, and we strongly encourage applications from Indigenous Peoples. Please note that Canadians and permanent residents will be given priority. Thank you!