Human Resources (People) Administrator and Office Coordinator Job

Employer: University of Toronto Press
Position: Human Resources (People) Administrator and Office Coordinator
Terms of Employment: Full-time / Permanent
Location: Toronto, Ontario
Employment Address: Hybrid work arrangement – Office located at 800 Bay St. Mezzanine, Toronto, ON M5S 3A9 and working from home permitted within the Greater Toronto Area
Hours of Work: 36.25 hours/week
Language: English
Benefits: Eligible for discretionary bonuses and/or salary increases in accordance with company policy. Eligible for medical, dental and disability insurance, employer provided pension.
Salary: $47,125 CAD per annum
Contact: Please send resumes to [email protected] and include “Human Resources (People) Administrator” in the email subject line.

Duties:

• Greeting visitors, ascertaining nature of business and directing visitors to employer or appropriate person
• Supporting processes such as the annual compliance signoffs, awards programs, upkeep of organization charts, and the annual generation of merit letters.
• Administering and preparing various confidential documents including reports, presentations, and information requests.
• Opening and distributing incoming regular and electronic mail and other material and coordinate the flow of information internally and with other departments and organizations
• Maintaining records and contracts, preparing expense reports and troubleshooting minor technical queries.
• Addressing incoming enquiries and issues ensuring confidentiality and determining appropriate actions.
• Assisting and administering any staff consultation and grievance procedures if necessary.
• Supporting the recruitment process through posting roles, screening applications, coordinating assessments, coordinating interviews, and referencing education verifications.
• Maintaining the office environment, including supplies, equipment, and safety.
• Determining and establishing office procedures
• Ordering retail marketing materials (e.g. signage) and overseeing vendor communications.
• Scheduling and coordinating meetings and events, including Town Halls, Senior Leadership team meetings, and offsites.
• Arranging travel schedules and making reservations
• Maintaining events calendar; assisting in coordination and support on-site as needed.
• Launching and executing contests for the Retail group, including prize pack purchasing and fulfillment.
• Project management for UTP’s Volunteer Day and other social and cultural events for UTP staff.
• Actively participating in UTP’s Social Committee and the Joint, Health and Safety Committee.
• Supporting the CEO and liaising with the UTP Board of Directors:
• Coordinating board packages for all Board and Committee meetings with board members and management as required.
• Recording and preparing draft minutes for all Board and Committee meetings.
• Maintaining discretion and confidentiality in relationships with all Board members.
• Providing technical and logistical support for Board members and Board meetings.
• Participating fully as a member of the team and contribute to a positive and inclusive work environment.
• Taking on special projects as needed.
• May compile data, statistics and other information to support research activities
• May supervise and train office staff in procedures and in use of current software

Requirements:

• Completion of post-secondary education
• 2 years of clerical experience is required.
• Experience supporting Human Resources and Retail processes.
• 2 years of experience with planning and managing cultural events.
• 1 years of experience with consumer data research and analysis.
• 1 years of experience with marketing and ecommerce.
• Experience supporting a Board.
• Experience in a retail and publishing environment.
Knowledge, Skills, and Attributes:
• Expert level written and verbal communication skills.
• Demonstrated proactive approach to solution oriented problem-solving with strong decision-making capability.
• Resiliency, resourceful and flexible in adapting to changes in accountabilities, projects, and priorities and able to devise contingency plans as needed.
• Delivers quality materials on-time with a positive can-do attitude.
• Highly resourceful team player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Forward looking and thinking, actively seeks opportunities and proposes solutions.
• Advanced proficiency in MS office skills (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat Pro, SharePoint, NetSuite, and Teams with the proven ability to learn new systems.
• Intellectual curiosity and a commitment to continuous learning is highly valued – a growth mindset.
• Values matter to you. You bring your whole self to work, and live our core values of respect, innovation, accountability, and customer focus.