C A R L E T O N U N I V E R S I T Y POSITION DESCRIPTION

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1 C A R L E T O N U N I V E R S I T Y POSITION DESCRIPTION PART A Employee Name: Title of Immediate Supervisor: Manager, Talent & Organizational Development Position Title: Talent Acquisition Coordinator OFFICER USE ONLY 1.Title: 2. Position No: 3. Level: 4. Evaluated by: Date: Department: Human Resources 5. Approved by: Date: PART B POSITION SUMMARY Reporting to the Manager, Talent & Organizational Development, the Talent Acquisition Coordinator is responsible for assisting the Talent Acquisition Specialists in providing all staffing needs for full-time, parttime, term staffing processes, in addition to the management of the casual applicant pool, for the Administrative Management, Administrative Technical, CUPE 2424, CUPE 3378, CUPE 910, and OPSEU. Specifically, this includes: Liaising with management, candidates and recruiting agencies to fill vacancies in a timely manner, Supporting candidate screening, reference checking and proper hiring processes, Supporting all administrative aspects of recruitment and selection, orientation, and Human Resources onboarding The focus of this role is to support the Talent Acquisition Specialists in delivering exceptional service to our clients and prospective applicants. The Talent Acquisition Coordinator will also assist with other associated duties of the Talent Management and Organizational Development portfolio as required. PART C PRIMARY DUTIES PERFORMED The incumbent provides staffing and administrative support to the Talent Acquisition Specialists throughout the lifecycle of all recruitment and selection processes. Duties include but are not limited to: Talent Acquisition 50% With the Talent Acquisition Specialists, help develop and implement a recruitment strategy that will support both current and future client needs Assist Talent Acquisition Specialists in recruiting prospective candidates ensuring the most effective possible match between client and candidate Screen prospective candidates focusing on required qualifications, present and future staffing needs

2 Prepare advertisements and postings for internal and open competitions Manage and organize incoming resumes Assist in targeting passive candidates via job boards, social media platforms and networking Accurately describe positions to candidates to ensure compatibility, interest and commitment Perform reference checks as required and assist in matching candidates to client needs Liaise as required with management to understand staffing needs Perform quality calls and follow up calls to candidates and clients to ensure placement satisfaction Liaise with external third party recruitment vendors and staffing agencies as required Ensures all recruitment and placement activities are consistent and in accordance with applicable policies, collective agreement provisions and employment-related legislation Handle and document prospective client inquiries regarding requests for accommodation Contribute to assessing ongoing client service needs Assist with training and mentoring of new staff Contribute to assessing staffing client satisfaction initiatives Handle and document candidate, client and management concerns and complaints in a timely manner and as appropriate, notify the Talent Acquisition Specialists; maintaining appropriate documentation Participate in quality activities and continuous improvement initiatives in keeping with the Carleton s Service Excellence philosophy Organizing and maintaining competition file records by filing closed competition files and ensuring proper ongoing storage of files, including annual file archiving Follow process flow to properly notify the HRIS team and payroll as required of new appointments, promotions and transfers as required for the enterprise system (Banner) Organizes, generates, distributes, monitors and ensures appropriate probationary performance and progress reports to supervising management Develops, modifies, collects, maintains and produces all Talent Management and Organizational Development metrics Administers the applicant tracking system (ATS) troubleshooting when technical challenges emerge; coordinates with the Talent Acquisition Specialists and HRIS team as required to resolve complex system challenges Administration 20% Entering pertinent job information into the Applicant Tracking System (ATS) to create job postings; creating and assembles competition files with all required documentation; and setting up external postings as required Assisting with the interview process, including booking meeting space and scheduling candidate interviews Complete required data entry and maintenance of accurate current and archived staffing files Compiling and maintaining a database of external job postings and interview questions for future job competitions; conducts research to build and refresh pool of questions Facilitating candidate skills testing process by booking testing room, setting up equipment and adjudicating candidate tests Draft and distribute staffing letters Closing competition files to ensure accuracy and completeness, and follows up with the appropriate Talent Acquisition Specialist as required to ensure proper documentation

3 Provides general administrative support to the Manager, Talent & Organizational Development and Talent Acquisition Specialists Ensures efficient and effective general document administration by photocopying, assembling, filing and distributing documents as required. Update and maintain candidate database Generate updates and requests to the HRIS team to update and modernize staffing software Researching best practices with respect to recruitment, selection, orientation, and onboarding. In conjunction and consultation with the Talent Acquisition Specialists, develop a landing page on the Human Resources website to provide information on casual opportunities and on the HR Intranet site for term,; maintain and update the information as required Assist in other related administrative duties for the Talent Management and organizational Development team Minute taking Casual Applicant Pool Administration 10% Provides a casual recruitment service by attracting top talent, advertising, applicant screening, and helping managers process offers of employment to casual staff. Upon request from the hiring manager, the incumbent recommends resumes for placement of casual employee(s) in temporary assignments Responsible for tracking the service date of casual employees and ensuring assignments are closed appropriately and flagging issues as required Inform all appropriate stakeholders of the change in an employee s status (when work assignment will change from casual to term which may include inclusion in a bargaining unit) Ensures at all times that services and assistance provided is consistent and in accordance with applicable policies, collective agreement provisions and employment-related legislation Ensures hiring managers determine and utilize the appropriate occupational group and compensation range for casual placements Ensures an up-to-date casual contract, provided by legal counsel, is accessible and used by hiring managers Provides recommendations to the Talent Acquisition Specialist on possible candidates when casual opportunities arise Organizational Development 15% Organizes logistics for orientation Invites and tracks new employees to attend the New Employee Orientation sessions, assembling the corresponding number of orientation packages, and booking meetings rooms Maintains inventory of orientation package materials and ensure the information is accurate and up to date Completes all staffing change forms for processing Facilitates the New Employee Orientation sessions in conjunction with Pension & Benefits Provides casual employees with advice regarding resume development and interview preparation Other Duties 5% Other duties as assigned

4 PART D SPECIFICATIONS 1. Knowledge a) Minimum amount of formal education required: Completion of a three-year undergraduate degree, preferably in human resources or a related field. A CHRP designation (or in progress) is essential. b) Minimum amount of relevant work experience required: Three years of relevant administrative experience in a Human Resources setting, in the field of recruitment and selection including experience in a unionized environment. c) Minimum amount and type of continuing study required Must maintain knowledge of the Microsoft Office Suite, enterprise system (Banner), as well as general knowledge of application tracking systems (ATS). Maintains knowledge of all collective agreements, ATS and enterprise system (Banner) operational systems, organizational policies, procedures and guidelines a general knowledge of Human Resources best practices as well as all pertinent legislated laws. Elaborate on (a) and (b) justifying the amount of each specified above by detailing what the incumbent has to know, and what skills are required of the incumbent in the performance of the duties: An understanding of effective office administration practices and an understanding of recruitment and selection processes; In-depth knowledge of various software programs (specifically Microsoft Office Suite, Visio, Project Management software); Experience ATS and other HRIS systems; Tact and diplomacy in order to effectively interact with managers, clients, prospective applicants always positively representing Human Resources including the ability to effectively manage confrontation and disappointment Strong oral and written communication skills in order to prepare correspondences, coordinate interviews and workshops, and to interact effectively with management, clients, candidates and vendors; Strong attention to detail, with an emphasis on accuracy and presentation; Self-motivated, collaborative, resilient, adaptable, flexible, creative and open to new ideas; Ability to thrive in a fast-paced environment, with the ability to work effectively under pressure to meet set deadlines; Strong analytical skills; Maintains confidentiality of candidate, client and organizational information and discusses same only with appropriate Human Resources and Carleton University staff; The incumbent must maintain a high degree of confidentiality, be discreet, and remain calm when dealing with difficult situations. 2. Complexity of Duties

5 The requirement of multi-tasking and the ability to deal with concurrent activity is essential. Navigate under strict deadlines and manage assigned tasks. The incumbent must be able to address numerous tasks and issues at the same time to help ensure the successful performance of the Talent Management and Organizational Development team. The incumbent must exercise sound judgement in the administration of daily duties. The incumbent performs a variety of administrative tasks and preliminary selection and recruitment tasks. The incumbent performs job duties based on work direction received, as well as established methods and procedures. Problems are mostly solved within established guidelines and procedures, with major problems referred to the Talent Acquisition Specialists for resolution. At times, the Talent Acquisition Coordinator will exercise autonomous judgment in the absence of direction (casual applicant pool). The incumbent must make sound judgment in prioritizing daily work and monitoring deadlines in an environment wherein multiple internal clients with competing priorities are requiring support. The incumbent must have analytical thinking and problem-solving skills to address challenges confronted by the role. The incumbent must take initiative to independently and efficiently carry out dayto-day work activities with little direction. The incumbent must be resilient and professional in potentially disagreeable situations with candidates and/or management and clients when following proper procedures. 3. Accountability The incumbent makes recommendations Manager, Talent & Organizational Development and the Talent Acquisition Specialists regarding possible improvements to existing processes, procedures and tools, with a view to continuous quality improvement, ensuring smooth and effective workflow and information flow. Information supplied by the incumbent to the Talent Acquisition Specialists and Manager, Talent & Organizational Development will be used in decision-making and must be accurate; errors can significantly and detrimentally impact the quality of decisions and offers made to candidates, managers and clients. Any errors in judgement or breakdown in professionalism and diplomacy when in dealing with management, clients or prospective clients would easily cause embarrassment and poor public relations to the department and to the University as a whole, as well as jeopardize the credibility of the Human Resources department. Errors and oversights in setting up interview, drafting correspondence, and managing competition files and drafting offer letters could result in lost time, lost money, jeopardizing the credibility of the Human Resources department, and a decrease in overall service excellence. Additionally, errors in staffing changes results in faulty enterprise system data, which affects all other areas of HR, and in employees being over or under-paid. 4. Nature and Level of Contact a) The position routinely will liaise with Executives, Executive Assistants, and Departmental Administrators, management, Carleton staff and faculty, and third party vendors. The position will daily interact with the Talent Acquisition Specialists, the Manager, Talent & Organizational Development and Legal Counsel to receive work direction, troubleshoot work challenges, and deliver services. In addition, the position frequently will interact with staff and management at all levels, as well as prospective employees, to support the recruitment and selection process. Daily interactions with all other members of the Human Resources department is assumed to ensure effective data integrity, workflow and service delivery flow. b) Level (check one) - regular and continuous only and as specified in Part 'C' other employees in same work unit or office

6 the above plus students; faculty in the same work unit; or employees from other departments or offices at a similar job level to the incumbent. X the above plus the general public, faculty and staff at a more senior level from other departments or staff at equivalent levels outside the university. all the above plus senior University executives and senior officials from government, private industry, other universities, etc. 5. Supervision/Management Control Exercised: None a) Describe the type of supervisory/management control exercised. Indicate responsibility for overall direction of a section/department/unit either independently or through subordinate supervisors if applicable: b) Indicate the level of employees directly (not through subordinates) supervised: i. (X) primary support ii. ( ) primarily specialized technical, administrative or journeyman trades iii. ( ) primarily supervisor of ii or manager of section iv. ( ) primarily management level employees c) Indicate number directly supervised: Signed by: X Employee Date Approved by: Immediate Supervisor Date Department Head Date

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