Human Resources Associate

HUMAN RESOURCES ASSOCIATE

Position Summary

Reporting to the Manager, Human Resources, the Human Resources Associate is responsible for overseeing a number of key administrative processes relating to the successful operations of the Human Resources function including onboarding and offboarding support, HRIS oversight, benefits management, and other key HR initiatives.

Key Responsibilities

• Take lead over the maintenance of Vector’s HRIS, as well as employee paperwork, ensuring all employee records are up-to-date, accurate, and compliant;
• Act as the primary manager of the Vector Careers Inbox, responding to all incoming inquiries within an appropriate period of time and in a fulsome and accurate manner;
• Support the administration of a variety of employee programs such as employee recognition, professional development, internal communications, and HR quarterly newsletters;
• Manage and update the internal HR intranet page (VPortal) to ensure the information is relevant, accurate, and provides comprehensive information to meet the needs of the Vector Institute community;
• Assist in the recruitment process by posting job advertisements and conducting background/ verification checks of all prospective professional staff hires via a third-party verification firm;
• Facilitate connections with, and work alongside, legal partners to prepare immigration documents and resources for Vector researchers and employees when required;
• In partnership with the Research Operations and Academic Partnerships Team, draft and secure approvals for Research Internship agreements, and coordinate with the Finance Team on payments;
• Draft and distribute HR letters, including promotion letters, and letters of employment as requested;
• Coordinate first day schedules for all new Vector employees, and conduct HR onboarding for all new hires;
• In partnership with the Talent Acquisition and Development Specialist, track attendance for, and schedule compliance-based HR trainings;
• In partnership with the Human Resources Generalist, ensure compliance with Vector’s regular HR processes including the Performance Planning and Review Process.
• Lead the administration of the employee benefits program (i.e., extended health and dental program, health and wellness spending account, and GRRSP) including processing enrolments and change requests as required. Respond to and resolve benefits related inquiries from Vector employees, escalating complex inquiries to the Manager, Human Resources as required;
• Accurately maintain all HR compliance-related trackers (e.g., Approved Leaves Tracker, Professional Development Tracker, Work Permit Tracker, etc.) and escalate concerns to the appropriate audience;
• Monitor all vacation balances in Vector’s HRIS and ensure compliance with employment contracts and relevant legislation;
• Maintain accurate records and reporting metrics in select areas to share with key stakeholders; and,
• Undertake other related duties as assigned.
  
  

KEY SUCCESS MEASURES

• New hire and employee documentation/reporting is accurate, complete, and secure.
• Those requiring immigration assistance are made aware of the processes required to attain their relevant supporting documentation, and all Vector required resources are provided in a timely manner resulting in a swift and error free immigration experience.
• Vector’s HRIS, and employee files are compliant with applicable legislation, kept up-to-date, are accurate, and are well-organized.
• Vector’s various HR trackers are accurately maintained.
• Feedback from Vector staff and other stakeholders validates that HR is trusted, respected, approachable, and provides valuable service.
  
  

PROFILE OF THE IDEAL CANDIDATE

• Holds a University Degree and/or successful completion of a Post-Graduate HR Management program
• 1-3 years of HR administration, or other relevant work experience.
• Strong understanding of applicable employment legislation (i.e., Employment Standards Act , Canadian Human Rights Code, Occupational Health and Safety Act ).
• Familiarity with complex immigration regulations and processes (e.g., TRV applications, work permit exemptions for researchers) is considered an asset.
• Ability to take initiative, generate constructive ideas, and successfully problem solve in ambiguous or high-stress situations.
• Attention to detail demonstrated through accuracy of work and impeccable organization skills.
• Highly effective client management skills.
• Ability to communicate clearly and without error both verbally and in writing.
• Comfort in effectively and productively driving results in both team and independent initiatives.
• Past work in an academic institutional setting is considered an asset.
  
  

At the Vector Institute, we are committed to driving excellence and leadership in Canada’s knowledge, creation, and use of AI to foster economic growth and improve the lives of Canadians. We strive for greater inclusion in the programs and culture that we build by welcoming and encouraging applications from all qualified candidates. This includes, but is not limited to, applicants who are indigenous, 2SLGBTQIA+, racialized persons/visible minorities, women, and people with disabilities.

If you require an accommodation at any point throughout the recruitment and selection process, please contact [email protected] and we will happily work with you to meet your needs.