Referenec: 240635-67
Deadline to apply: June 16, 2026 11:59 PM EDT
IMPORTANT: Permanent, full-time hours 8:30am-4:30pm or similar upon agreement with the supervisor
JOB SUMMARY: UNDER THE GENERAL AUTHORITY OF THE HUMAN RESOURCES ADMINISTRATIVE MANAGER, THE TECHNICIAN WILL PERFORM VARIOUS ADMINISTRATIVE AND TECHNICAL TASKS SUPPORTING SELECT FUNCTIONS OF THE HUMAN RESOUCES DEPARTMENT, INCLUDING THOSE RELATED TO TEACHING EMPLOYEES (FACULTY) IN BOTH THE DAY DIVISION AND CONTINUING EDUCATION SECTORS.
DUTIES AND RESPONSIBILITIES:
General HR Administration
- Work collaboratively with team responsible for the administration of faculty HR needs
- Receive and respond to faculty-related inquiries and issues in compliance with the Faculty Collective Agreement, internal policies, guidelines and within the established deadlines
- Ensure the technical administration of faculty contracts, including workload validation, preparation of contracts for non-permanent faculty, and timely follow-up
- Open and maintain employee files for faculty members, ensuring all required documents are received and processed accordingly
- Collect, evaluate and process scholarity and experience documents for the salary classification
- Maintain, update, and validate faculty employment data (contact and pay information, contracts, schedules, leaves, seniority, and status) in CLARA, HR‑Payroll (GEREMI) and other ministry-mandated systems (e.g. GSEC, CollecteInfo) as required
- Produce employment-related correspondence, including confirmations of employment and attestations of scholarity and experience
- Produce, verify, and update seniority and status lists for faculty, ensuring accuracy and compliance with collective agreement provisions
- Calculate workload percentages as required for Faculty Professional Development Committee purposes
- Validate and correct SPOC (workforce report) data entry errors and process required adjustments
- Determine the funding /transfer of the International non-credit day students (INCAS) and advise Finance
- Monitor sick leave usage and administer sick bank allocations, verifying leaves impacting eligibility
Postings and Recruitment
- Liaise with academic departments regarding staffing needs and faculty hiring processes
- Ensure compliance with hiring guidelines, collective agreements, and internal procedures and coordinate required notifications (e.g., JAC Portal, union notice to JACFA)
- Create requisitions and manage internal and external job postings through the Applicant Tracking System (ATS)
- Determine internal candidate priorities and advise the Bureau de placement of available positions and full-time workloads through GSEC
- Provide guidance and respond to inquiries from internal and external applicants regarding the hiring process and application system
- May be required to act as Human Resources representative on selection committees
Schedules, Leaves, and Payroll
- Update and revise faculty schedules each semester, including part-time assignments and leaves of absence, as required.
- Verify eligibility and process leaves of absence for Day Division faculty, including written acknowledgements, and communication of decisions.
- Prepare and distribute leave-of-absence lists.
- Enter and maintain leave data in HR‑Payroll systems to ensure accurate payroll processing.
- Advise Payroll of changes affecting faculty contracts, schedules, and remuneration.
Other general HR functions such as:
- Participate in continuous improvement projects and department initiatives
- Document work processes and update as needed
- Various HR data entry and validation in Clara/Geremi system
- Run HR data extraction reports
- Other HR administrative or related tasks
QUALIFICATIONS:
Education
Diploma of college studies (DEC) in Business Administration or related field which is recognized by the competent authority.
Specific Requirements:
- French - Intermediate oral, written and written comprehension
- English - Advanced oral, written and written comprehension
- Strong computer skills (e.g. M365 Office, database, online interaction)
- Knowledge of CLARA an asset
- Ability to interact with all stakeholders in a courteous, efficient, and service‑focused manner, including managing sensitive or challenging situations with confidentiality, tact and professionalism
- Ability to prioritize and organize work efficiently and accurately
- Ability to demonstrate initiative through critical thinking and effective problem‑solving
- Demonstrate qualities aligned with a team approach mindset
Testing may be required to demonstrate knowledge of:
- English (Advanced oral and written)
- French (Intermediate written and oral)
- Knowledge of general HR principles and functions
In accordance with ministerial directives issued by the Secretariat du Conseil du trésor concerning a freeze on public service recruitment, effective November 1st 2024, applications from employees with regular employment status at the College and within the College network will be prioritized.
John Abbott College adheres to an Equal Access to Employment Program, and invites women, visible minorities, ethnic minorities, indigenous peoples and persons with disabilities to submit their applications.
We thank all candidates who submit their resumes for consideration. However, only those candidates selected for an interview will be contacted. If your work experience has changed or if you have acquired additional education since your last visit, be sure to submit your updated resume so that we may review your full career path.
