Primary Objective:

The Human Resources and Office Manager is a dual role involving human resources and executive administrative responsibilities.

The Human Resources and Office Manager provides high level administrative duties for the Board of Directors, Chief Executive Officer and Sr. Management Team.

This role is responsible for performing HR-related duties in the following functional areas: benefits administration, employee relations, performance management, onboarding, policy implementation, recruitment/employment and employment law compliance.

In addition, the Human Resources and Office Manager component of this position facilitates head office activities and purchasing requests.

This role supports a work environment that expresses fairness, consistency, respect and approachability, while promoting staff participation, teamwork and positive employee relations.

Key Responsibilities:

Executive Administration

Board of Director Responsibilities

• Assist Chief Executive Officer in preparation of Board, and other meeting agendas, meeting locations and minutes.

• Maintain contact with the Board of Directors to assist the Chief Executive Officer in organizing business and Board-related activities.

• Schedule all board meetings, annual general meeting, committee meetings, and conference calls.

• Arrange details for scheduled meetings, which include guest room reservations, catering, travel and expense claims.

• Forward travel claims to Finance Manager to complete payments for participants.

• Apply and establish (house account) credit card authorization with hotels and meeting facilities.

• Ensure all arrangements for Elder(s), Chief Executive Officer, Board members and guests are complete, confirmed and communicated.

• Ensure that the bundle is present at all Board meetings and respected according to directions received by Elders.

• Maintain organization of electronic filing system for all minutes, meetings and packages.

• Send the Board of Directors meeting evaluation form after each meeting. Collect and present feedback to the Chief Executive Officer.

• Record, prepare, present and maintain all committee, board and other meeting minutes and Board terms to Chief Executive Officer.

• Update the Minute binder upon meeting minutes is acceptance and sign-off by board designate.

• Ensure policies, by-laws, board terms, and contact lists are up to date.

• Communicate directives from the Board, Chief Executive Officer and/or Director of Operations including due dates and timelines to staff.

Day-to-day Responsibilities

• Provide general day-to-day secretarial and reception services at the Head Office (i.e. preparing & filing of letters, reports, minutes, documentation and other related correspondence, answering routine inquires).

• Reviews on a daily basis, staff calendars and reports inconsistencies to appropriate supervisor.

• Attending weekly team meetings, monthly senior management meetings, and quarterly staff meetings. Prepare updates for each meeting.

• Provide training to staff on Microsoft platforms, Benefits, Pension, etc.

• Check mailbox, logging mail, distributing as needed.

• Purchasing, completing visa statements, budget inputting, forwarding budget expenditures to program leads as needed.

• Purchasing staff recognition items: sympathy, anniversary, bundles, etc.
  
  
• Perform other administrative activities as directed by the Operations Director.

Human Resources

• In conjunction with the Director of Operations, develop HR strategy that supports and aligns with the strategic plan.

• Maintain employee personnel files.

• Assist in problem-solving labour relations issues, as required.

• Execute recruitment, performance evaluation, discipline and termination (as required) per policy.

• Post and oversee new job postings, in collaboration with the Director of Operations.

• Collect applications, short list and provide short list to hiring manager.

• Coordinate and participate in interview process. Complete reference checks. Develop and present offers to successful applicants.

• Purchase and onboard work phone for all new employees.

• Carry out staff orientation as well as learning development plans per policy, procedure and guidelines.

• Oversee administration of employee benefit plans to include claims resolution, change reporting, and communicating benefit information to employees.

• Oversee administration of Ceridian payroll. Provide online training in self-service portal.

• Support annual goal settings meetings.

• Carry out various human resource plans and procedures for the team; assist in the development and implementation of the leadership guide and HR policies and procedures, in conjunction with senior management.

• Handle employee relations and exit interviewing.

• Maintain company organization charts and employee directory.

• Recommend new approaches, policies and procedures to effect continual improvements.

• Maintain compliance with federal and provincial regulations concerning employment standards.

• Schedule and prepare staff evaluations for Managers and Directors.

• Create and maintain human resources files for all staff.

• Train employees on office calendars, Ceridian and office procedures, as necessary.

• Support use of staff, per requirements and strategic goals.

General Responsibilities

• Identify and participate in relevant training to effectively perform position duties.

• Attend staff meetings.

• Perform other duties and responsibilities designated by the Director of Operations.

Public Relations

• Ensure that the public communications are correct, professional and follows the branding style and AODA guidelines.

• Adhere to professionalism in representing at all times.

Standards of Performance

• Support and work toward the overall mission while respecting values.

• Adhere to all policies and procedures.

• Maintain Code of Confidentiality.

• Work collaboratively with others as a team member and address challenges and conflicts in a positive and open manner.

• Model and reflect a healthy and positive attitude when interacting with community and staff.

Qualifications:

Education

• College diploma or university degree preferably in business administration, human resources, or equivalent experience.

Experience

• At least five years of administrative, human resources, and office management experience.

Professional Designations and/or Licenses

• Certified Human Resources Professional (CHRP) designation an asset.
• Certified Health and Safety an asset.

Knowledge, Skills and Abilities

• Knowledge of management principles and practices

• Employee development and performance management skills.

• Excellent organizational skills, including ability to prioritize responsibilities and meet deadlines.

• Strong knowledge of Microsoft Suite (Word, PowerPoint, Excel, Outlook, and Project Planner)

• Ability to supervise and train staff, including organizing, prioritizing, and scheduling work assignments.

• Comfortable in a fast-paced environment with frequent deadlines; high energy, self-motivated and proactive.

• Ability to multi-task, prioritize, follow up and remain organized amid disruptions and changing priorities.

• Ability to gather data, compile information, and prepare reports.

• Attention to detail and commitment to excellence, demonstrated by the delivery of quality and timely outcomes.

• Ability to cultivate a positive and cooperative work environment that respects diversity.

• Strong interpersonal, verbal and written communication skills. Demonstrated good consensus building and negotiation skills.

• Knowledge of conflict resolution practices and negotiation techniques, as well as the ability to facilitate meetings, direct situations and implement rules and guidelines.

• Sound judgment and demonstrated skills and abilities in effectively achieving results.

• Strong strategic thinking skills in combination with strong analytical and problem-solving abilities.

• Technology savvy, with high proficiency and advanced skills in a Windows environment, including Microsoft Office applications.

• Ability to work outside of regular business hours on occasion.

• Experience working in a non-profit organization is an asset
  
  
• Knowledge of, or background in, Indigenous communities, culture, organizations, Indigenous health, and diabetes is an asset.