People Services Assistant

When you join Okanagan College, you’re joining a team that’s transforming lives and communities.

Every course you create, every student you support and every connection you build, it all matters.

Be a part of a vibrant campus community, where the work you do every day truly makes a difference.

The People Services Assistant provides confidential administrative, coordination and operational support to the People Services portfolio. The position supports the effective day-to-day delivery of People Services by coordinating meetings and activities, maintaining records and information, preparing documents and correspondence, responding to routine inquiries, and providing administrative support for People Services programs, projects and processes.

Working collaboratively across the People Services team, the Assistant helps ensure information, documentation and administrative processes are accurate, organized, timely and consistently maintained. The position regularly handles sensitive and confidential employee and organizational information and provides professional, service-focused support to employees, leaders and other members of the College community.

1. Provides general administrative and operational support to the People Services portfolio, including preparing and formatting correspondence, documents, presentations, reports, forms and other materials.
2. Coordinates meetings, committees and other activities, including scheduling, calendar management, room and virtual meeting arrangements, preparing and distributing agendas and supporting materials, taking minutes and tracking follow-up items.
3. Receives and responds to routine inquiries from employees, leaders, candidates and other members of the College community; provides general information regarding People Services programs, processes, forms and resources and refers more complex or specialized matters to the appropriate People Services team member.
4. Maintains confidential People Services records, files, tracking systems and shared resources in accordance with established processes, records management requirements and confidentiality standards.
5. Supports People Services projects and initiatives by coordinating meetings and activities, gathering and organizing information, maintaining project documentation and trackers, and following up on assigned action items.
6. Enters, updates and maintains routine information in People Services systems, databases and tracking tools and assists with ensuring information and records are complete and accurate.
7. Prepares routine reports and compiles information from People Services systems and records as requested.
8. Assists with maintaining People Services intranet/web content, templates, forms, procedures and other employee and leader resources, ensuring information is current and accessible.
9. Processes routine administrative and financial documentation such as invoices, expense claims, purchase requisitions and other departmental transactions in accordance with established College processes.
10. Identifies opportunities to improve administrative processes, templates, tracking tools and information management practices and assists with implementing approved improvements.
11. Provides administrative coverage and support across the People Services portfolio based on operational needs and priorities.
12. Handles employee and organizational information with discretion and maintains strict confidentiality in all aspects of the role.
13. Performs other related duties as assigned.

Completion of a certificate or diploma in Business Administration, Office Administration, Human Resources or a related field.

A minimum of two years of recent, related administrative experience, preferably in a human resources or similarly confidential professional environment.

Or an equivalent combination of education and experience.

 

Excellent organizational and administrative skills with strong attention to detail and accuracy.

Ability to manage multiple priorities, coordinate activities and meet deadlines in an environment with frequent interruptions and changing priorities.

Demonstrated ability to exercise discretion and maintain confidentiality when working with sensitive employee and organizational information.

Strong written and verbal communication skills.

Ability to recognize when an inquiry or issue requires referral to a more senior or specialized People Services team member.

Strong meeting coordination, minute taking and records management skills.

Proficiency with Microsoft Office applications and demonstrated ability to learn and effectively use HR information systems and other technology platforms.

Ability to prepare accurate documents, correspondence, reports and presentation materials.

Ability to work independently within established processes while contributing effectively as part of a collaborative team.

Demonstrated initiative and ability to identify opportunities to improve administrative processes and service delivery.

 

Okanagan College is committed to increasing the equitable and inclusive participation of marginalized people in all aspects of college life. We welcome and encourage applications from Indigenous Peoples, Black People, members of racialized groups/visible minorities, people with disabilities and people with diverse gender identities or expressions. People with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, [email protected].