An HR Coordinator plays a vital role in supporting the human resources department and ensuring smooth HR operations within an organization.
Key responsibilities include:
- Assist with recruitment and hiring efforts, including opening requisitions in the ATS system.
- Assist with onboarding and offboarding processes including tracking completion of onboarding forms, conducting orientation.
- Liaise between benefits administration and payroll team for leave information and general requests.
- Coordinate with local operations team for managing employee transactions in Workday.
- Manage logistics for agency specific training and workshops.
- Assist with employee events and HR programs.
- Follow up with employees on completing required training.
- Provide administrative support to the HR team.
- Manage employee records.
- Performs data entry in Workday HR System.
- Gain general awareness and understanding of Diversity Equity Inclusion and Belonging through proactive self-education and participation in network/agency events.
- Partner with various shared services teams.
ESSENTIAL FUNCTIONS:
- Administrative
- Data entry
- Onboarding
- Off-Boarding
- Employee engagement
JOB DUTIES/RESPONSIBILITIES:
Administrative
- Maintains employee files in electronic filing system
- Employment verifications and reference checks as required
- Assists with managing content on internal intranet site
- Creates and distributes adhoc contractual change letters (ie transfer letters, change in terms letters etc)
- Supports adhoc administration requests from Talent Management / HR teams
Data Entry / System Maintenance
- Performs data entry into the HRIS system (Workday).
Hiring and Onboarding
- Opens full-time and part-time job requisitions in ATS system (Applicant Tracking System called Avature)
- Coordinates and manages all pre-boarding communication with new starters.
- Conducts employment reference checks
- Conducts new hire orientation and prepares materials for onboarding (ie company asset shipment and send calendar invite with details)
- Conducts right to work checks on new hires (UK)
- Processes new hire paperwork in a timely manner in compliance with regulations and follows up with new hire as needed.
- Weekly audit of upcoming new hire start dates
- Assists in employee transfers by ensuring both paperwork and logistics are accurate and runs smoothly upon transfer)
Off-boarding
- Coordinates completion and filing of off-boarding paperwork
- Calculates leave accruals based on end date (Canada/UK)
- Sends and monitors exit survey for completion
- Schedules exit interview with appropriate HR Partner
- Partners with IT and Facilities to ensure seamless off-boarding process for the employee (ie company asset retrieval, out of office message)
- Electronic filing of relevant offboarding paperwork and letters, including resignation letters, settlement agreements etc
Reporting
- Conducts data audits to ensure data is current and clean in HRIS System (Workday)
- Run ad-hoc reports as needed.
Employee Engagement
- Helps coordinate and participate agency-specific events, that are dedicated to employee engagement and culture promotion (virtual and in-person)
- Administers employee recognition programs
- Creates and sends out agency-wide announcements (ie new hires, anniversaries)
Adhoc and other
- Support with adhoc general employee queries as / when needed
- Manages inquiries to the Agency HR mailbox, if applicable.
- Support with HR projects and initiatives
- SupportsIPG mandatory training completion by following up with employees as needed.
- Supports with adhoc tasks of the local talent Management / HR team
KNOWLEDGE, SKILLS,& ABILITIES:
Proficient:
- Microsoft Office Suite
- Administration tasks
- Organizational and communication skills.
- Attention to detail and confidentiality.
- Familiarity with HR software (e.g., HRIS systems).
- Microsoft Office Suite
- Ability to multi-task
- General understanding of HR systems
- Multi-tasking
- Organization
- Time management
- Communication
COMPETENCIES:
Organizational Skills
Communication Skills both written and verbal.
HR Knowledge
Technology Proficiency
Confidentiality: Knows what is considered confidential and what is not confidential and confirms with appropriate person if it's not clear. Understands the importance of confidential information, that he/she is trusted and ensures that confidentiality is kept.
Collaboration: Ability to work effectively in a team environment, to build and foster collaborative working relationships
Proactivity: Acting in anticipation of future problems, needs or changes.
Problem solving: Approaching tasks in a problem-solving way, seeking to find solutions.
STATEMENT OF UNDERSTANDING:
This Job Description is not a contract of employment but serves as a reference for your mutual understanding of the terms and conditions associated with the position.
Your role may vary from this description, and you may be asked to perform other duties or have additional responsibilities outside of what’s outlined above. If you think that there are elements of this job description that are inaccurate, please speak with your manager and/or HR Partner.
There are three types of Employee Work Arrangements that classify where a person conducts work: In-Office, Hybrid, and Fully Remote. The amount of time an employee spends working virtually versus in person is dictated by their work arrangement classification, the demands of the role, the needs of the agency and their team, and a person’s performance.
This job description is not intended to include modifications consistent with providing a Reasonable Accommodation.
