Culture & People Assistant

Organization Overview: 

Vivo means ‘live’ and embraces and celebrates diversity, community and the common thread that unites us all – life.  Vivo is a charity on a mission to raise healthier generations by empowering Canadians to achieve their optimal health whether they’re at home, school, work or in the community with us. 

The Vivo for Healthier Generations Society operates a Research and Innovation Lab and Centre for Community Wellbeing, Recreation and Sport in the heart of north-central Calgary where we work with our community and partners to support them in living a healthier life  

Our roots began as a regional recreation centre in North Central Calgary.   Over 16 years Vivo has grown into a well-utilized and beloved community hub with underpinnings in research and innovation to support individuals and whole communities to be more active and socially connected.  In 2023, we are launching 117,000 square feet of new and renovated spaces, which will include a signature indoor park, aquatics upgrade, expanded boutique-style fitness, vital community spaces and a social research and innovation lab.

As a registered charity, Vivo is responsible for generating annual revenues of $7 million+ and undertaking fundraising and sponsorships to cover operating budgets, transfers to reserves for capital maintenance and equipment, investments in research and community development initiatives like the Vivo Play Project, and any other special projects that advance our charitable purposes, including the $60 million capital campaign for our upcoming expansion.

Role: 

We are currently seeking a steadfast part-time person to support our busy Human Resources function.  As a key support member of the Culture & People department, the Culture & People Assistant will play an instrumental role in supporting the team by providing coordination and administrative support to all areas within the Culture & People portfolio.

Hours: This is a Part time role, 16 hours per week, Monday to Friday (flexible days and hours).

Reports to: Culture & People Director

Responsibilities: 

• Update Culture & People related manuals, handbooks, documents as requested.

• Maintain Vivoverse (intranet) to ensure the most current information is stored and available as requested.

• Assist consultants and hiring leaders with full cycle recruitment administration including:

o Developing internal/external job postings and advertisements

o Conducting reference checks

o Preparing employment offer letters

o Managing candidates and new hires in applicant tracking system

• Prepare orientation packages and all other logistics pertaining to orientations.

• In collaboration with the Culture & People Consultant coordinate and schedule new hire orientations.

• Maintain the assignment employee lockers.

• Coordinate the uniform distribution and maintain inventory in collaboration with Marketing.

• Prepare biweekly payroll notifications for outsourced payroll provider.

• Maintain employee payroll files/record management including uploading and scanning documents into Payworks and performing required follow up with employees.

• Administrate employee benefits plan including enrollment, changes, and terminations.

• Coordinate/prepare for HR training events, including booking rooms, room set-up, audio visual set-up, catering coordination and set up, and preparation of course training materials (including photocopying, printing and assembly)

• Assist with Health and Safety administration and document management.

• Administer grant processes as it pertains to payroll, including issuing employee declaration forms, payroll reporting, uploading forms to portals and performing reconciliation.

• Create annual payroll calendar and electronic folder set up.

• Participate in special administration projects as assigned.

Qualifications: 

• 2+ years of Human Resources administration experience.

• Post-secondary diploma or degree in Human Resources or equivalent demonstrated work experience in the field.

• Proficiency with Microsoft products (Word, Excel, PowerPoint and Outlook) and ability to navigate the web are necessary.

• Strong verbal and written communication, organization skills, attention to detail and ability to prioritize multiple tasks.

• The ability to maintain a high level of confidentiality and dependability.

Requirements:

• A valid police information check for the Vulnerable Sector within the past two months

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