Administrative Assistant - Human Resources

Vancouver Island Regional Library


Vancouver Island Regional Library

Administrative Assistant - Human Resources


We are looking for a dynamic, organized and resourceful administrative professional to join our Human Resources team.

If you are ready to work for an organization that fosters collaboration and partnership with its employees and communities, Vancouver Island Regional Library (VIRL) has an exciting opportunity for you!

Under the direction and support of the Director, Human Resources, the Administrative Assistant, Human Resources is responsible for handling a variety of human resource, safety and personnel related administrative duties. The work requires a high level of accuracy, organizational ability, multitasking, self-direction, tact, confidentiality and working within tight deadlines.

The Administrative Assistant, Human Resources requires excellent organizational skills and the ability to handle sensitive and confidential information. This position is largely responsible for all the administrative duties required to support the Director, Human Resources, the Divisional Manager, Health & Safety and the Human Resources Team. This position is also primarily responsible for the administration of the organization’s health and welfare benefits.

In this position, Your Duties may include:

  • Records maintenance and data management including updating/maintaining multiple databases with a high degree of accuracy and efficiency;
  • Document/Information management and content development for HR and Health & Safety information on the Intranet;
  • Routine administrative support to Team Members, which may include filing, taking minutes, catering, facilitating travel and travel itineraries;
  • Assume primary responsibility for all Group benefit coverage via on-line administration including facilitating documentation, registering enrolments, terminations and changes in accordance with insurance providers, collective agreements and organizational requirements;
  • Prepare routine invoices and financial reconciliations for departmental expenses and organizational Group benefit coverage;
  • Support full-cycle recruitment initiatives including preparing internal and external job postings, facilitating candidate selection and interviews, and coordinating employee on-boarding and orientation;
  • Provide continuous data management and data analysis for the Safety Management System;
  • Communicate professionally and confidently with all levels of the organization and business contacts, including potential employees and individuals interested in working with us;
  • Engage and assist in the development and/or implementation of initiatives and efficiencies designed to improve all HR/Health & Safety processes and administrative functions;
  • Develop appropriate professional relationships with all levels of VIRL, modelling leadership and integrity at all times;
  • Maintains a high moral standard and level of confidentiality;
  • Other duties and projects as assigned directly related to a high functioning Human Resource and Health & Safety Team.


You have the following Knowledge, Skills and Abilities:

  • Proven work experience as an HR Administrative Assistant or HR Administrator;
  • Hands on experience with HR software or databases;
  • Demonstrated ability to establish and maintain effective staff and public relations;
  • Ability to work independently and accurately to meet shifting priorities and deadlines;
  • Excellent knowledge of spreadsheets and Microsoft office suite, in particular advanced Excel formulas/functions and Visio;
  • Highly motivated with a desire to be successful including the ability to exercise independent judgement and basic reasoning skills;
  • Superb time management and organizational skills to establish priorities, allocate time and resources effectively;
  • Experience working in a multi-union work environment;
  • Detail oriented and organized with excellent communication skills, both written and oral;


Required Education and Experience that would make you stand out:

  • Completion of a post-secondary education in Business Administration or Human Resources;
  • Minimum of three (3) years (full time) relevant administrative experience. Experience in a unionized work environment preferred.
  • Current knowledge of the Employment Standards Act, Human Rights Act and Workers Compensation Act is an asset.


You should also know:
You are required to have a valid BC Driver’s License and a reliable vehicle given that there will be travel to various VIRL Branches or potential VIRL Branch locations. You will also be required to satisfactorily complete a Criminal Record Check (Working with Children & Vulnerable Adults).

About Us:
Our Mission is to enrich lives and communities through universal access to knowledge, lifelong learning, and literacy. Our Vision is to develop strong library branches that are vital community destinations for knowledge, inspiration, innovation, and renewal. Vancouver Island Regional Library serves over 430,000 people through 39 branch locations on Vancouver Island, Haida Gwaii, Bella Coola on the central mainland coast, and through our eLibrary at www.virl.bc.ca.

We offer a competitive compensation and benefits package.

This position is located at our Administration Office:
6250 Hammond Bay Road
Nanaimo, BC V9R 5N3

Please reference the Competition No.: EX2020-30 in the subject line of your email when submitting your cover letter and resume to HR@virl.bc.ca.

Your cover letter should clearly identify how you have the knowledge, skills and experience to be successful in this position.

This position closes on Tuesday, August 18, 2020.

VIRL thanks all applicants for their interest in working with us however only those selected for an interview will be contacted directly.

Your Voice. Your Library.


Organization: Vancouver Island Regional Library
Location: Nanaimo, BC
Region: North and Central Vancouver Island / Sunshine Coast
Professional Category(s): Human Resources, Office Administration
Posted: July 21, 2020, 4:29 pm
Expires: August 18, 2020, 4:30 pm

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