Human Resources Assistant

Description

We Need the Ocean. The Ocean Needs Us.

Role Summary

As the HR Assistant, you will work with Human Resources team and with Payroll, you will provide administrative assistance and support to create positive employee and candidate experiences and to help Ocean Wise achieve its objective of becoming a Best Employer by 2030. Working with our HRIS, payroll system, and other technology, you will ensure accurate data and records, provide reports, schedule interviews, and assist with overall HR processes.

Who You Are

You are detail-oriented, learning agile, and able to work independently and collaboratively with others. You have a positive, can-do attitude and take pride in a job well done. You have experience or an interest in a career in HR, and have interest in the urgent mission to save the world’s ocean.

What You’ll Be Doing

Creating and maintaining employee records in the HRIS (UKG and ADP)

• Entering new employees in the HRIS
• Assigning training modules to new hires as part of their orientation
• Ensuring all confidential records are accurate and up to date
• Ensuring that all employees have proper and valid work visas or permits in their records
• Completing data entry in our HRIS for terminated/departing employees
• Issuing the Record of Employment (ROE) for terminated employees
• Ensuring that all salary increases, job changes, and promotions are entered into the HRIS
• Managing benefits administration
• Assisting in the maintenance of HRIS system admin and set up requirements
• Preparing monthly, quarterly, yearly, or ad hoc reports for HR team members, the Executive Leadership Team (ELT), and/or the Board of Directors

Ensuring a positive employee experience

• Maintaining and updating HR information on our intranet (The Reef)
• Drafting employment verification letters for employees
• Managing the HR email inbox ([email protected]), responding to inquiries, and forwarding the escalations to the appropriate person to address
• Compiling the monthly Stars Recognition list
• Sending and following up on forms and processes for new hire orientation, terminations, resignations, and leaves of absence
• Maintaining and responding to HR ticket items

Providing support to other HR team members

• Scheduling meetings or interviews
• Processing background checks for all new hires
• Helping with event logistics such as career fairs or other HR events
• Assisting with Occupational Health & Safety logistics, or attending Joint Health & Safety Team (JHST) meetings

How You Will be Measured

• Your work is highly accurate and complete, with no or very few errors
• You manage the HR email inbox and the HR ticketing system efficiently and effectively
• You meet all deadlines
• You are collaborative and work well with others
• You are proactive and show initiative
• You are an ambassador for the HR team and help create a positive employee experience

What You Bring

• Proficiency with UKG, ADP, or other HRIS system, or demonstrated ability to learn, adapt to, and use HRIS and other technology
• Proficiency with Microsoft Office, including Word, Excel, PowerPoint, Sharepoint
• High degree of initiative – can work independently and collaboratively with others
• High degree of detail and accuracy
• High degree of confidentiality and trustworthiness
• High degree of emotional intelligence
• HR experience or education an asset
• Legally eligible to work in Canada

What We Offer

This full-time, benefits-eligible position offers:

• A hybrid working environment
• A competitive base salary in line with market data for not-for-profit organizations
• Benefits coverage on a premium cost-shared basis, including
  • Extended health and dental coverage
  • Vision coverage
  • Group term and supplemental life insurance
  • Short-term disability
  • Long-term disability
  • RRSP matching of up to 6% after one year of service
• 15 paid vacation days to start
• 10 paid sick days,
• 2 wellness days
• 12 paid Statutory and General Holidays each calendar year
• An annual all-staff retreat to allow in-person connections and team building
• Professional development opportunities
• The opportunity to be part of a team that’s helping to save the ocean!

Where and How You’ll Work

This is a hybrid position with some flexibility required to work out of our headquarters in downtown Vancouver up to three days a week for training purposes or to provide on-site assistance. The work involves sitting, working on a computer/laptop, talking on the phone or in video calls.

Who We Are

Ocean Wise is a global conversation organization on a mission to build communities that take meaningful action to protect and restore our ocean. Learn more about us at ocean.org.

Inclusion and Diversity

At Ocean Wise, we believe that a welcoming and diverse workplace fosters the inclusion of voices that have been historically underrepresented. We encourage applications from individuals belonging to equity-deserving groups and will work with applicants requesting accommodations at any stage of the hiring process.

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