JOB DETAILS
Job Title: Coordinator, People & Culture
Status: Part-time, permanent
FTE: 0.8 (32 hours/week)
Vacancies: 1
Schedule: Monday – Friday, 8:00 a.m. – 4:00 p.m.
Location: The Newly Institute Corporate Head Office (#120, 2303 4 St SW, Calgary, AB T2S 2S7)
ABOUT THE NEWLY INSTITUTE
The Newly Institute was founded to provide long-lasting change within the mental health industry, our community, and with our clients. We are leading a paradigm shift in the Canadian healthcare system by building a network of purpose-built mental health clinics across Canada. By fusing a bio-psycho-social-spiritual treatment model with medically managed therapies, our intensive outpatient programs provide rapid access, rapid resolution, and rapid return to work and healthy lifestyle programs for anxiety, depression, addiction, post-traumatic stress disorder (PTSD), trauma, and chronic pain.
We have an exciting opportunity for a Coordinator, People & Culture to join our innovative, purpose-driven, and high-performing team.
TOTAL REWARDS PACKAGE
You'll work as a valued member of a highly innovative, collaborative, multi-disciplinary team that's passionate about realizing positive client outcomes, and in which your voice is heard. You'll be a part of a diverse and inclusive culture where employees feel empowered to show up as their authentic selves, and in which well-being is prioritized above all else. Our total rewards package includes:
- Competitive salary
- Four weeks annual vacation
- Eight paid annual wellness days
- Comprehensive group benefits
- Employer-paid health and dental benefit premiums
- Health & wellness spending account
- Career and professional development opportunities
- Regular team and community engagement events
- A stunning work environment
WHAT YOU WILL DO
Reporting to the Manager, People & Culture, you will play a key role in supporting talent attraction, engagement, and retention initiatives for The Newly Institute's network of purpose-built mental health clinics across Canada. You will be a first point of contact to employees and independent contractors for all routine requests and enquiries. You'll work closely hiring leaders on recruitment and onboarding, building teams for new clinics and supporting organic growth across the organization. You'll administer The Newly's benefits and perquisite programs as essential components of our total rewards. You'll also be responsible for maintaining the human capital management system (HCMS), ensuring accurate and complete records to support efficient and effective operations. Utilizing your exceptional research and analytical skills, you'll assist in the development of new policies, programs, and initiatives to continue to enhance the employment experience.
You'll work in a fast-paced environment as an integral member of a dynamic multidisciplinary team, while sharing our core values of communication, community, excellence, health, and innovation.
Accountabilities
Benefit and Perquisite Program Coordination:
- Process enrollments, changes, terminations, for the Company's Group Benefits and Health Spending Account programs.
- Coordinate the Employee Referral Program, including tracking, communications, and timely processing of payments.
- Administer Company subsidy programs, e.g., Learning & Development Subsidy.
- Maintain participation metrics and prepare utilization reports for the Manager, People & Culture.
Talent Attraction:
- Collaborate with the People & Culture team to create job descriptions, job postings, and interview guides.
- Utilize appropriate job boards, social media platforms, and other third-party channels to promote vacant roles.
- Nurture talent pipelines and maintain accurate records within the applicant tracking system (ATS).
- Coordinate requisition meetings, pre-screens, and interviews.
- Screen applications to shortlist qualified candidates.
- Conduct pre-screening calls and maintain detailed notes to support the decision-making process.
- Prepare and present employment offers to candidates, in collaboration with the Manager, People & Culture.
- Coordinate the onboarding process for new hires and lead People & Culture onboarding sessions.
- Be the primary point of contact and maintain a positive experience for prospective talent throughout the recruitment, selection, and onboarding cycle.
Offboarding:
- Coordinate the offboarding process for departing employees, including, including exit interviews, preparation of formal documents, overseeing return of Company property and calculation of final pay.
HCMS Administration and Record Management:
- Take responsibility for the day-to day administration and maintenance of the HCMS, ensuring accuracy and integrity of employee data.
- Log changes to employee and job information in the HCMS in a timely and accurate manner.
- Prepare routine and ad-hoc reports for the Manage, People & Culture, as required.
- Assist employees and Managers in how to navigate and utilize the HCSM effectively.
- Maintain and organize People & Culture documents, ensuring accuracy and compliance with relevant laws and regulations.
- Maintain an organized and consistent electronic record filing system.
Communication:
- Provide a first point of contact to employees and independent contractors for all employment related enquires and requests via email, MS Teams, phone, and in-person.
- Draft and distribute HR-related correspondence, including Company announcements, policy and program updates, events, etc.
- Prepare documents to communicate employment-related changes, employment verifications, etc.
- Plan and coordinate People & Culture meetings, including agenda preparation and taking of minutes.
Operational Support:
Conduct research to support the business case for changes to People & Culture policies and programs, as required.
Create People & Culture processes documents and Manager guidance resources to ensure operational consistency, compliance, and effective knowledge transfer.
Create and maintain standard document templates to enable, fast, efficient, and consistent communications.
WHAT YOU BRING
Experience
- A minimum of one (1) year of experience in Human Resources administration and/or recruitment is required.
- A minimum of two (2) years of administrative experience in a fast-paced professional services, healthcare, or similar work environment is required.
- A minimum of two (2) years of experience providing exceptional client support to internal and/or external stakeholders is required.
- A minimum of one (1) year of experience in human capital management system (HCMS) or human resource information system (HRIS) administration is required.
- Experience working with BambooHR is a significant asset.
Education
- A bachelor's degree in Human Resources, Business, Commerce, or related health care/life sciences field is required.
Professional Registration/Designation
- Active CPHR registration as a Candidate or Associate and membership in good standing is preferred.
Technical Competences
- Proficiency in the Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook and Teams is required. Proficiency with Human Capital Management Systems / Human Resource Information Systems is also required.
Background Check
- Offers are conditional, subject to employment reference checks and a clear police background check.
DIVERSITY, EQUITY AND INCLUSION
We actively protect our diverse, equitable, and inclusive workplace where we are empowered to show up as their authentic selves. We welcome applicants of all races, colours, places of origin, ancestries, religious beliefs, genders/gender identities/gender expressions, sexual orientations, ages, sources of income, family/marital statuses, and physical and mental disabilities. Our hiring practices ensure that all qualified candidates are considered, and decisions are merit-based.
ACCESSIBILITY
The Newly Institute welcomes and encourages applications from persons with disabilities or those seeking accommodation based on any other protected ground. Accommodations are available on request for candidates taking part in all aspects of the selection process. To request accommodation, please email [email protected].
APPLICATION CLOSING
The posting will remain open until the role is filled. We thank all applicants for their interest; however, only shortlisted candidates will be contacted.