Human Resources Coordinator

Job Description

Job Purpose

The Human Resources Coordinator is responsible for the day-to-day execution and coordination of Human Resources operations at New Dawn. Acting as the primary point of contact for employees and managers, this role ensures that recruitment, onboarding, employee relations, and HR programs are delivered consistently, accurately, and in compliance with organizational policy and legislation.

This role is responsible for executing HR processes and ensuring all required documentation, inputs, and follow-through are complete, while working in close partnership with the Human Resources Systems Specialist who maintains the systems and workflows that support this work.

Primary Area of Responsibility

Human Resources Policy & Records Management; Talent Acquisition; Onboarding & Offboarding; Talent Management; Employee & Labour Relations; Workplace Health & Safety; Benefits & Pension Administration

Duties and Responsibilities

Human Resources Policy & Records Management

• Policy, program and tool implementation, and administration
• Develop, distribute, communicate, and provide interpretation and guidance on policies, programs, and tools
• Maintain and update policies, programs and tools in compliance HR policies and legislative requirements
• Maintain policy acknowledgements, ensure policy adherence, and track compliance
• HR file management including organization, filing, recording, indexing and tracking compliance to ensure audit-ready file management
• Maintain accurate records and ensure all required documentation and compliance tracking is complete within established systems
• Ensure all employee data, documentation, and changes are accurately completed and submitted within HR systems in a timely manner
• Drafting and distributing letters and communications for management and/or staff as required
• Collaborate with the Human Resources Systems Specialist to ensure policies and programs are accurately reflected in system workflows and SOPs

Talent Acquisition

• Job description development, review, and update
• Job posting development and management of candidates and competition files
• Recruitment process coordination in collaboration with hiring managers
• Selection tool development, approval, and selection support (as needed)
• Prepare and distribute offer packages

Onboarding & Offboarding

• HR personnel file initiation
• General orientation including all required paperwork
• Resources, equipment, and access provision
• Benefits and retirement savings enrolment
• Ensure all onboarding activities are complete and required items provided to the employee at the start of employment
• Coordinate employee exits including exit interview process, documentation, system updates, and removal of access
• Ensure all offboarding activities are complete and required items returned to the employer at the end of employment

Talent Management

• Liaise with internal committees to ensure alignment and resource allocation (i.e. SEJAT, Wellness Committee, JOH&SC)
• Provide advice/support for management on request related to performance concerns, lead investigations as warranted
• Coordinate and administer formal performance processes (i.e. bi-annual performance reviews, performance improvement plans, etc.)

Employee & Labour Relations

• Coordinate and support employee relations processes, including documentation, in alignment with policy and collective agreements
• Provide guidance and support to managers on employee and labour relations matters, policy and collective agreement interpretation escalating complex or high-risk matters as required
• Support and/or coordinate complaint/allegation, and grievance investigations, escalating complex or high-risk matters as required
• Support collective bargaining, as required

Workplace Health & Safety

• Coordination and administration of OH&S programs, including documentation, tracking, and reporting
• Coordination of the incident management system ensuring compliance with requirements and ensuring a closed-loop communication system is complete prior to closing files
• Lead NDE JOH&SC and Sub-Committees ensuring consistency and alignment across the organization

Benefits & Pension Administration

• Administration of employer led benefits programs, group health benefits programs including health spending accounts, and retirement savings programs
• Liaise with and provide annual reporting with benefits and retirement savings providers on behalf of the organization

Other Duties & Responsibilities

• Participate in internal team meetings as required
• Look for potential improvements and help implement solutions
• Maintain quality, safety and the confidentiality of employees, clients, and volunteers
• Maintain professionalism, tact, diplomacy, and sensitivity so as to portray New Dawn in a positive manner, consistent with its values and vision
• Update job knowledge by participating in educational opportunities, engaging in professional networks, and participating in professional organizations
• Respond to the needs of others with effective communication, mutual respect, and consistent follow through to build trust and workplace relationships
• Promote the mission and values of New Dawn both internally and externally
• Other duties as assigned

Core Competencies

• Servant leadership
• Ethics and integrity 
• Client and community-focused
• Initiative and problem solving    
• Accountability and dependability 
• Strong oral and written communication
• Teamwork and collaboration     
• Detail orientation  
• Adaptability

Qualifications

• Bachelor’s degree, or post-secondary education in Human Resources Management, Business Administration, or a related field
• Certified Human Resource Professional (CHRP) designation is considered an asset
• Minimum two (2) years relevant human resources and administrative experience with strong knowledge of HR and Canadian labour laws
• Experience providing coaching, guidance and advising on organizational and legislative policy
• Exceptional organizational skills with a demonstrated ability to design, implement, and maintain structured tracking systems that ensure all tasks, documentation, and follow-ups are completed accurately and consistently
• Demonstrated ability to manage processes using “closed loop” execution from initiation through to completion, ensuring all steps, required actions, documentation, and follow-ups are completed
• Demonstrated ability to manage multiple concurrent priorities while maintaining accuracy, organization, and clear tracking of all outstanding tasks and deadlines
• Strong attention to detail with proven ability to manage high-volume, multi-step processes (e.g., onboarding, benefits enrollment, payroll inputs) with accuracy and consistency.
• Compassion, empathy, diplomacy, and problem solving
• Experience working with and advocating for vulnerable populations
• Ability to work independently, as part of a team, and with guidance
• Exceptional attention to detail and verbal and written communication skills
• Ability to work effectively with others toward shared goals 
• Highly organized and ability to work well under pressure
• Proficiency with Microsoft suite of programs and applications
• High level of integrity, confidentiality, and accountability
• Understands servant leadership and community-centricity

Work Conditions

• Use of desktop computer and peripherals  
• Interaction with employees, volunteers, management, clients, residents, tenants, participants, visitors, and the general public
• Travel may be required
• Overtime may be required; working evenings/weekends as needed
• Environment can be busy and/or noisy at times