OCAD University acknowledges the ancestral territories of the Mississaugas of the Credit, the Haudenosaunee, the Anishinaabeg and the Huron-Wendat, who are the original owners and custodians of the land on which we live, work and create
OCAD University, Canada’s largest and oldest art and design university, is a vibrant community of bold, curious and compassionate artists, designers and scholars who are imagining and creating a joyful, equitable and sustainable world. The University is an internationally renowned hub for art, design, digital media, research, innovation and creativity, and arts administration. It embraces collaborative and interdisciplinary approaches to change-making through art, design-thinking curriculum and research, making OCAD U a local, regional, national and global leader in art and design.
It is an exciting time to join the OCAD U community as the University is at a key stage in its institutional transformation, with the implementation of its Academic and Strategic Plan and guiding principles — driving positive impact; decolonization, indigenization and equity; environmental sustainability; emerging as a vibrant hub; student centered approaches; innovation in learning teaching and research; and financial stewardship.
Reporting to the Manager, HRIS/Payroll, the HRIS/Payroll Coordinator supports processing payroll in an accurate and timely manner. The HRIS/Payroll Coordinator supports the maintenance of the University’s Human Resource Information System (HRIS). The HRIS/Payroll Coordinator works closely with the HRIS/Payroll unit to ensure data integrity, and day-to-day processes are completed in a timely manner. The HRIS/Payroll Coordinator plays a key support role in HRIS related projects and contributes to ongoing continuous improvement initiatives of the services and programs the unit provides.
Summary of Responsibilities:
HRIS/Payroll Administration:
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Support the processing of full cycle, multi-step, in-house bi-weekly payrolls (2), and one (1) monthly payroll in a computerized environment, from the initial stage (employee set-up) for all OCAD U employees (union and non-union) with a focus on the bi-weekly time entry, and casual employee groups. Processing includes audit, interpret, verify and calculate information/documentation to update and administer the employee database.
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Support the audit function to ensure all detailed data entry is accurate, and audit the pay for every employee; checking earnings and deductions to ensure data integrity, system setup, and payroll administration continues with a high degree of accuracy
- Update and maintain the integrity of the HRIS by supporting the set up and processing of all new hires across the university with a focus on student and casual employee groups, including initial system setup, IT access setup and inputting all employment related changes; this includes, but is not limited to, initial system setup and supporting employment changes throughout the employment life cycle.
- Coordinate pre-employment paperwork and processes to set up all employee groups on relevant University systems
- Acts as a primary processor for the bi-weekly casual payroll from initial employee set up to timesheet submission, follow-up, verifications and audit.
- With a thorough knowledge and understanding of the University’s Collective Agreements, support the maintenance of the data integrity within the HRIS.
- Assist with on-going data audit processes and running queries; analyze data and review documents for accuracy and completion of data input
- Prepare ROEs (Record of Employment) for individuals seeking Employment Insurance (EI) benefits and liaise with government agencies regarding employment insurance matters.
- Maintain employee records (position title, etc.), ensuring timely updates and data integrity.
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Provide back-up support to other HRIS/Payroll team members as required.
Customer Service and Team Collaboration:
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Responsible for the on-going maintenance of the HRIS/Payroll SharePoint and website to ensure payroll related forms, processes and policies are up to date and ensuring that the departmental website is maintained with appropriate reference information as needed.
- Assist in routine system upgrades or implementation of new system features, including testing of system changes
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Support continuous improvement initiatives and identify ways to improve existing processes and programs through the use of technology; maintain knowledge of the system and data dependencies of the HRIS
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Support in resolving any employee inquiries by providing information and/or directing requests appropriately; escalate inquiries, as required, to areas of expertise per established processes; assist with other departmental communications as needed
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Develop and maintain accurate paper and electronic office filing systems, ensuring files are maintained in accordance with FIPPA/privacy guidelines and other recordkeeping requirements
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Assist the Manager, HRIS/Payroll, and other departmental staff in related functions contributing to the successful operation of the HRIS/Payroll unit
HRIS/Payroll Projects
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Participate in HRIS/payroll department projects that improve the service provided to all stakeholders including system enhancements and process improvements.
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Identifies/recommends improvements within the HRIS/payroll administration function.
Qualifications:
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Post-secondary degree in a related field with a minimum of three (3) years of work experience within a payroll department; working towards completion of academic requirements towards Payroll Compliance Practitioner (PCP) designation an asset.
- Experience within a post-secondary environment would be considered an asset.
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Experience with PowerBI reporting would be considered an asset.
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Strong computer and technical skills and a working knowledge of all Microsoft Office applications, particularly Excel are required.
- Knowledge of and experience using an HRIS; experience with Colleague by Ellucian an asset.
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Excellent interpersonal skills, and demonstrated professionalism, judgement, and discretion in dealing with sensitive or confidential matters.
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Demonstrated commitment to client service, specifically faculty, staff, students and external contacts.
- Demonstrated commitment to the principles of equity and diversity, and experience promoting a respectful work and learning environment for students, staff and faculty.
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Strong sense of urgency, oral & written communication skills, with exceptional attention to detail, organizational skills, and ability to respond effectively to multiple and changing priorities by adapting and remaining flexible.
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Demonstrated ability to work independently and participate collaboratively in a team environment.
Mode of Work: Remote
Compensation: Hiring Range - $57,486.45 to $65,772.56 per annum, commensurate with experience, plus benefits; Salary Range - $57,486.45 to $75,566.13 per annum.
Hours of Work: Monday to Friday, 35 hours per week.
Application Deadline: Interested applicants are invited to submit an updated *resume and cover letter (PDF). The review of applications will begin immediately and continue until the position is filled.
- Please upload your resume and cover letter as one PDF. Please name your upload: FirstName_LastName-Job Code
As an employer committed to employment equity, we encourage applications from members of equity-deserving communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions.
OCAD University is committed to providing an inclusive and barrier free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please contact People & Culture for more information or refer to OCAD U’s Policy of Accommodation in Employment for Persons with Disabilities
All qualified persons are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.
