Hr Assistant

Are you passionate about dance and looking to make a meaningful impact in a vibrant and collaborative environment? Canada’s National Ballet School (NBS) is excited to invite applications for the full-time, permanent position of HR Assistant. This is a fantastic opportunity to become part of a dynamic team that supports the transformative power of dance across all ages and abilities.

About Us:
At NBS, you’ll be part of a welcoming community dedicated to the arts and education. We offer a supportive work environment where new ideas are valued, and professional development is encouraged. NBS has 300+ employees supporting programs ranging from professional ballet training, community engagement, and ground-breaking health initiatives. Our collaborative work culture thrives on creativity, passion, and continuous growth. NBS is committed to the goal of being an equity-informed school. We invest heavily in work and practices that foster positive change internally while driving a progressive evolution in the wider sector. We recognize our responsibility as Canada's largest arts training organization and one of its oldest, to address anti-Black racism, reconciliation with Indigenous peoples and systemic oppression in Canadian society.

Your Role:

Working under the general supervision of the Human Resources Manager and Director, Equity and Belonging. The HR Assistant will support the proactive, effective and fast-paced operations of the HR and EDI departments at Canada’s National Ballet School (NBS). The HR Assistant will provide administrative support in all HR and EDI functional areas including administration, data management, recruitment/onboarding, equity & belonging, training & development and events/project management.

The job duties will be performed in a regular office environment with frequent interruptions. This is a hybrid position, with the chance of working remotely twice weekly. In the new year, applications will be carefully reviewed. We aim to provide a thoughtful and supportive screening process for all candidates and we look forward to hearing from you!

MAJOR DUTIES AND RESPONSIBILITIES

Human Resources

• Provide administrative support including maintaining physical and digital filing systems, scanning, photocopying, data entry, generating reports, drafting documents and communications, mail distribution, process expense forms and invoices.
• Act as first point of contact within the HR department for all employees providing assistance or directing inquiries as needed; respond to requests for telephone or written verifications of employment and other requests for information.
• Provide administrative support for recruitment activities including updating/creating job postings, posting job advertisements, updating the NBS Intranet and Careers page; conducting reference checks, drafting employment agreements/preparing paperwork packages etc.; assist with onboarding and orientation process.
• Assist with training and development sessions and orientation program including preparation, logistics (i.e. scheduling, location, and correspondence/invitations), tracking participants (i.e. attendance records and follow-up), and updating and maintaining training records.
• Responsible for maintaining the HRIS by: compiling, entering, and verifying employee information including set-up of new employees and changes in status/pay/personal information; checking to ensure information is current before forwarding to Payroll for processing; generating reports as needed; assist with tasks related to time and attendance tracking.
• Help co-ordinate employee events including the annual holiday party, the welcome back reception and retirement celebrations. Tasks include arranging catering, décor, activities, A/V and room set-up, and gifts or prizes. Organize the preparation and delivery of sympathy cards and/or flower arrangements.
• Provide additional administrative support as needed across all HR functions including pension & benefits, health & safety, training & development, policy etc.
• Uphold employee confidence and protect the HR function by keeping human resource information confidential.

Equity, Diversity & Inclusion

• Provide administrative support; scheduling, travel arrangements, maintaining digital filing systems, data entry, generating reports, drafting documents and communications, mail distribution, process expense forms and invoices.
• Administer the EDI intranet page; prepare documents for upload and ensure all forms, documents and resources are consistently up to date.
• Data management; draft/update and administer surveys, data entry, prepare data summaries, report generation, conduct misc. research.
• Responsible for scheduling and tracking EDI training and development opportunities/initiatives, updating EDI departmental calendar.
• Take a lead role in the development of monthly EDI Newsletters, book club and engagement activities; collaborate with HR, the EDI Committee and the Social Committee to draft monthly resources and plan activities (i.e. lunch + learns, wellness activities, cultural events, etc.) pertaining to monthly themes to promote employee development, engagement and belonging.
• Participate as a member of the EDI Staff Committee; attend meetings, organize catering, prepare/distribute meeting minutes and maintain committee Teams channel.
• Provide support and project management for a range of projects and initiatives in which the Director, Equity & Belonging plays a lead role.
• Maintain confidence and discretion by keeping student and employee information/data and concerns strictly confidential.
• All other duties as assigned.

What We’re Looking For:
We value enthusiasm and a willingness to learn just as much as experience. We encourage you to apply even if you don’t meet every qualification listed. If you have strong interpersonal skills, a knack for problem-solving, and a passion for contributing to a creative and supportive environment, we’d love to hear from you!

Skills and Qualifications:

• Completing a college or university Human Resources Management program; CHRP designation or in progress considered an asset.
• Open to new graduates; HR internship or previous administrative experience considered an asset.
• Knowledge of Human Resources function and relevant legislation (i.e. Employment Standards Act, Occupational Health & Safety Act, Ontario Human Rights Code, Accessibility for all Ontarians Act, etc.).
• Commitment to equity and social justice and strong alignment with organizational values.
• Desire and ability to work with people of diverse backgrounds, cultures perspectives and lived experiences.
• Strong communication/interpersonal skills and customer service orientation.
• High attention to detail, excellent writing, copy editing and formatting skills.
• High degree of professional integrity/discretion, ability to work with highly confidential information.
• Able to work collaboratively, exercising good judgment, decision-making and problem-solving to achieve shared goals.
• Ability to be self-directed, take ownership and see tasks completed in a timely manner.
• Excellent organizational and time management skills, able to work in a fast-paced environment with tight deadlines and flexibility to adapt to shifting priorities is essential.
• Proficient knowledge of Microsoft Office (Outlook, Teams, SharePoint, Word, Excel, PowerPoint), Qualtrics and Canva.

Successful candidates must supply Canada’s National Ballet School with a Police Reference Check in accordance with the School’s Child Abuse/Sexual Abuse Prevention Policy; this will be coordinated through the Human Resources Department at NBS.

Thank you for considering a career with Canada’s National Ballet School. We look forward to potentially welcoming you to our team!

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