HR Coordinator
Part-Time Position - 60% FTE (21 hours or 3 days/week)
Permanent Position
Ideal Start Date: August 31, 2026
Department: Human Resources
Reports to: Executive Director, Human Resources
Role Overview
The Human Resources Coordinator plays a key role in supporting the day-to-day operations of the HR department and helps to create an exceptional employee experience across the full employee lifecycle. Working closely with members of the HR team, this position coordinates recruitment and onboarding activities, maintains HRIS and employee records, supports payroll and compliance processes, and assists with employee communications and HR administration. This role serves as an important point of connection for all employees, ensuring that HR processes run smoothly, efficiently, and with a strong commitment to confidentiality, accuracy, and service excellence. The successful candidate will bring a highly organized, proactive, and collaborative approach, with the ability to manage multiple priorities while contributing to a positive, people-first culture. This is a newly created position and will be a member of a three person team.
Who We Are
SMLS is a premier independent girls' school (JK–Grade 12) with 135 years of history. Located on 10 acres in Olde Oakville, our mission is to provide personalized, real-world learning experiences that encourage young women to challenge and transform the world. Our tight-knit, nurturing community allows each girl to explore her unique pathway to success. SMLS students learn to dare–and develop the future-ready skills, resilience, and confidence to lead beyond our doors.
Who You Are
You are highly organized, proactive, and thrive in a fast-paced environment where balancing multiple priorities comes naturally to you. As the fuel that helps keep the engine of the HR function running smoothly, you have a keen eye for detail while never losing sight of the bigger picture. You are someone who looks for opportunities to improve processes and create efficiencies, while maintaining a high level of accuracy and professionalism.
Key Attributes:
- You are approachable, friendly, and deeply committed to fostering a people-first culture grounded in care, compassion, and respect.
- A collaborative and dependable team player, you are always willing to jump in and support others when needed.
- You remain calm under pressure, exercise sound judgment, and bring a positive, solutions-focused mindset to your work each day.
- You demonstrate a strong commitment to confidentiality, understand the importance of protecting employee privacy, and possess a sound understanding of applicable privacy legislation and best practices.
Experience:
- Minimum 2 years of experience in a Human Resources coordination or administration role
- Experience supporting multiple areas of HR, including recruitment, onboarding, HR administration, employee communications, and HRIS administration
- Experience working with a HRIS and payroll systems (experience with ADP or similar platforms is considered an asset)
- Experience handling highly confidential and sensitive employee information with discretion and professionalism
- Strong interpersonal and communication skills with a customer-service and people-first approach
Education:
- Post-secondary education in Human Resources, Business Administration, Social Sciences or a related field
- CHRP designation (completed or in progress) is considered an asset
Duties and Responsibilities
Recruitment
- Coordinate all aspects of the recruitment cycle based on recruitment timelines and needs
- Prepare job postings and posting on all relevant job boards
- Assist with screening and shortlisting candidates using an Applicant Tracking System
- Assist with reference checks, employment verification and other background checks as may be required
- Prepare employment agreements and onboarding materials for new hires including orientation schedules
- Manage onboarding activities including liaising with hiring managers, facilities and IT to ensure a smooth transition for new hires
- Coordinate and assist with new hire orientations and training in collaboration with hiring managers and HR team to ensure successful onboarding
- Lead the recruitment process for Summer Camps
- Coordinate mandatory training for new hires, tracking, reporting and ensuring compliance
- Manage and ensure compliance with all necessary new hire documentation
- HR Communications
- Employee Newsletter - gather content, review/edit/format and finalize for distribution
- Manage and monitor the HR mailbox - assigning inquiries and responding as appropriate
- HR Administration
- Provide day-to-day administrative support to the HR team
- Compile employee data reports (monthly, quarterly, annually) and summaries as required, ensuring confidentiality and compliance with privacy requirements
- Ensure records management for the department, including maintenance of all HR electronic files in a well organized format
- Develop and maintain Org Charts with regular updates
- Manage Employee Lunch Program enrolments/withdrawals
- Provide support for Easy Connect system
- Coordinate the distribution and/or scheduling of New Hire Surveys and Exit Interviews
- Manage employee probations by monitoring/tracking probationary periods of new hires, following up with hiring managers and preparing confirmation letters
- Vacation tracking and preparation of carryover reports
- Preparation of employment verification letters
- Manage offboarding activities for departing employees
- Provide support for payroll process when required, to ensure timeliness, accuracy and compliance
- Provide assistance when required with ADP in support of the full employee lifecycle including onboarding, benefits and compensation - creating and running various reports as requested
- Policy & Governance
- Serve as point of contact to employees offering guidance on human resource policies and procedures, ensuring consistent adherence
- Maintain the Staff Policy and Procedure Manual by helping to ensure that regular reviews and updates occur and there is a consistent application of policies and procedures
- Monitor, track, and manage Vulnerable Sector Checks ensuring compliance with SMLS' policy
- Health & Safety
- Participate in required training and ensure health and safety procedures and policies are posted and followed.
Occasional/Seasonal
- Employee Recognition
- Coordinate and manage event planning for HR related events such as Employee Anniversaries - maintaining/updating employee reports, other special occasions and corresponding gifts/acknowledgements
- Employee Training
- Coordinate all HR Mandatory training including communications plan, tracking and follow up to ensure compliance
SMLS' culture is highly collaborative and community-oriented. All staff are expected to participate fully in the life of the school, including attending school events which may occur on evenings or weekends from time to time (faculty participation in co-curriculars is essential).
Employees are expected to undertake additional responsibilities as reasonably assigned, consistent with the scope and level of the role.
Candidates should be aware that, as the School continues to evolve, job responsibilities may be adjusted from time to time to align with the needs of our students and the School. Any such changes will be made reasonably, and every effort will be made to provide advance notice and appropriate training where required.
Compensation & Terms
The expected annual salary range for this position on a Full-Time basis is $60,000 - $70,000 prorated to reflect the part-time hours associated with this role, and will depend on skills, experience and qualifications. Final salary placement may exceed this range in accordance with SMLS' Compensation Structure.
SMLS does not use artificial intelligence or automated decision-making tools in the screening or selection of candidates.
Why Join SMLS?
Our work is meaningful and important. As a school, we support each student's interests, talents, learning needs and strengths. Through our world-class facility, Signature Programs, expertise in girls' education, and dedication to personalization, our students become lifelong learners equipped to achieve excellence in whatever path they choose.
When you join SMLS, you join a fun and supportive community!
Our employees enjoy competitive compensation packages and may be eligible for some of the following benefits:
- Health, vision, and dental care
- Life insurance, AD&D insurance, and Long Term Disability insurance
- Employee & Family Assistance Program (EFAP)
- Mental health & wellbeing resources
- Ontario Teachers' Pension Plan / RRSP program with up to 5% employer match
- A healthy lunch program during the school year
- On-site fitness facilities
- On-site parking
- Time off during Winter Break and March Break
- Summer hours and extra long weekends in line with the school calendar
OUR VISION
Young women empowered to challenge and transform the world.
OUR MISSION
To engage each girl in a personalized, real-world learning experience where she explores her unique pathways within a nurturing community.
OUR VALUES
Excellence · Courage · Integrity · Belonging
If you are interested in an opportunity to join our school, please submit both your cover letter and resume in a single pdf file.
Files should be in the following name format: firstinitial_lastname_job title
We appreciate and thank all applicants for your interest in SMLS, however, only those candidates invited for an interview will be contacted. Please also note that the successful candidate will be required to provide a police vulnerable sector check as a condition of employment.
SMLS is an equal opportunity employer and we accommodate any needs under the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code. We value diversity and are committed to creating an inclusive environment within our community. Please contact Human Resources with any requirements or questions.
