Reporting directly to the Human Resources Manager, the People & Culture Administrator plays an essential role in coordinating the day-to-day operations of the People & Culture department. This position provides consistent administrative and systems support across a range of HR functions, ensuring smooth processes, timely follow-up, and a welcoming and positive experience for all employees. The Administrator is a key point of contact within the department and contributes to building an organized, responsive, and service-oriented workplace culture. 

What you’ll be doing:  

• Partnering with managers and programs to implement the onboarding process for new employees, including preparation of employment contracts, initiating new hire invitations to online onboarding system, reviewing documentation, tracking requirements, and ensuring accuracy within online onboarding systems. 

• Coordinating monthly New Hire Orientation and quarterly Bus Tours, including scheduling, preparing materials, coordinating logistics, and tracking attendance. 

• Posting job vacancies, maintaining recruitment tracking tools, and assisting hiring managers with related administrative tasks. 

• Administering online training platform by creating accounts, enrolling new hires in required courses, and updating training assignments as needed. 

• Maintaining employee records and supporting data accuracy across Humi, ADP, and other People & Culture systems. 

• Supporting managers with employee changes and termination processes, including preparation of employment contracts, document review and submission. 

• Monitoring work permits and visas by sending reminders and maintaining complete and up-to-date documentation. 

• Updating Organizational chart, online training system, IT and Health & Safety to reflect changes, i.e. new hires, internal changes, terminations. 

• Preparing monthly People & Culture reports and supporting the coordination of department events, initiatives, and onboarding activities. 

• Responding to general employee and manager inquiries with professionalism, discretion, and timely follow-up. 

• Assisting with updates to policies, templates, and intranet materials, and providing administrative support to the People & Culture team, including preparing offer letter drafts for review. 

• Issuing and compiling data for employee surveys. 

• Preparing monthly credit card reconciliation, including collection of required documentation 

• Other related duties, as required. 

What you’ll need: 

• 2 years experience providing administrative support in a People & Culture/HR, payroll, or related environment; experience working with online HR systems is an asset. 

• High level of organization, attention to detail, and the ability to manage multiple time-sensitive tasks effectively. 

• Strong interpersonal and communication skills, sound judgment, and the ability to maintain confidentiality at all times. 

• Ability to work collaboratively while building supportive and respectful working relationships. 

• Comfortable working with online platforms, with intermediate proficiency in MS Office Suite (Word, Excel, Outlook, SharePoint, PowerPoint, and Teams). Experience with ADP WFN is an asset. 

• A valid, clear criminal record check (including working with vulnerable populations) is required.  

What we offer:   

• 15 vacation days and 3 personal days, in addition to paid sick leave  

• Flexible working arrangements for applicable positions    

• Employee Family Assistance Program, a confidential and voluntary support service for employees and their eligible family members    

• A workplace that prioritizes employee health, safety and well-being, including many learning and growth opportunities such as our employee mentorship program and three equity committees that help to support our goals towards achieving meaningful equity and inclusion.   

• Free staff membership to our Health + Fitness Centre   

• Discounts at our YWCA Hotel    

• Priority in YWCA Child Care centres    

Pay Rate: $31.16 hour + $1.00 per hour in lieu of benefits