Unit Overview

• Advising and processing all HR/employment transactions covering the life cycle of a University employee from initial appointment to termination, including but not limited to, promotion, merit, secondment, transfers, and retirements. Process experts in this team ensure the application of all employee agreements ((NASA, AASUA, NUE, PDS, GSA) are correctly administered and act as an integral source of support, guidance, and expertise to its clients, the CoE’s, HR Service Partners, and colleagues in Shared Services.
• Coordinating the effective management of employee leave entitlements and requirements of processing various leaves.

• Effective and efficient administration of employment lifecycle updates into PeopleSoft HCM. Providing timely and effective support to Employment Services with the responsibility to process specific employment transactions and job actions for staff, reviewing and validating data, and creating and processing eForms for students, one-time payments, casuals, POI, position updates etc in compliance with employee agreements (NASA, AASUA, NUE, PDS, GSA). Ensuring data entry follows data standards and governance.
• Administering the university’s complex benefit and pension programs for faculty and staff, ensuring appropriate benefit plans are set up in PeopleSoft, updating, reconciling, and maintaining pension and benefits data, liaising with third-party insurance/benefits providers, death in service, annual audits, benefits while on leave while complying with pension and benefits plan regulations.

Managing and processing 24 semi-monthly and 12 monthly payrolls for the university, in addition to processing salary and benefit adjustments (SBA’s), issuing T4’s, T2200’s, managing compensation disclosure, direct deposit, awards, records of employment, employee and permanent residency letters, review and process off-cycle requests, non-employee payments, reconciliation of pay and benefits and preparation of legislated requirements for calendar and fiscal year end — a small example of their many services offered while ensuring employees are paid accurately and on time.

• Managing end to end activities supporting hiring managers throughout the recruitment process, from initiating a job requisition and developing the job posting through application review, interviews, candidate selection, offers, and recruitment close-out. Services include coordinating job postings, scheduling interviews, interview guide development, supporting reference checks, preparing offer letters and managing the retention and secure destruction of recruitment records.
• More specialized services include: management of the Recall Program, liaising on the Duty to Accommodate, relocation guidance, immigration consultation & support related to posting, work visa, Labour Market Impact Assessment support & foreign visitors.
• Maintaining the security, integrity, and confidentiality of the master digitized employee records and information related to employment, payroll, benefits, and job changes during the employment lifecycle from hire to retirement. Records team ensures information pertaining to an employee's electronic or hard copy is appropriately sorted, tagged, and organized by document type in the university’s record/content management system and compliant with institutional record retention requirements.

Accurate and timely processing of time and labour information by reviewing entries against applicable policies, collective agreements, procedures, and legislation. Time & Labour Services assists employees and supervisors in resolving time entry and approval issues, audits entries for errors and exceptions, manages the flow of time-related information to client areas and Payroll Services, administers the PeopleSoft Time and Labour module, and provides training and maintains self-service resources and materials.

• Manages all accounts payable transactions & inquiries, GST/HST inquiries,, invoice corrections (APJV’s), payment requests (royalties, refunds, donations), non-employee reimbursements, handles AP supplier maintenance, SupplyNet invoice payments, wire transfers, year end schedules.
• Reviews and processes all travel and expense claims, professional expense reimbursements (PER)/administers Human ResourceDevelopment Fund and corporate purchasing cards (PCard administration).

• Oversees all accounts receivable and collections,billing and invoice requests and inquiries, and issuance of certificate of Canadian Residency).
• Administers student tuition payroll deductions,, student tuition remission, staff tuition remission, student refunds, and emergency funding for students.
• Cashier services - Manages incoming deposit processing and corrections, processes incoming Electronic Funds Transfer (EFT) payments, handles cheque deposits, and coordinates coin orders, register floats, and petty cash.

• Co-ordinates logistical operations, such as receiving, delivery, shipping, mail, and office moves.
• Provides warehouse services; event setup and teardown; and surplus services for the university.
• Cryogenic transport Operates university warehouse spaces to provide short-term and long-term storage.
• Administers equipment services and manages the tracking of university assets.

• Acts as the central hub for faculty and staff inquiries regarding IT, finance, and human resources, ensuring seamless support.
• Facilitates onboarding and system training for Shared Services staff on the University Service Portal.
• Maintains the knowledge base by authoring and refining solution articles in collaboration with subject matter experts.
• Partners with IST and Business Support Services to optimize self-service capabilities and enhance first-contact resolution.
• Identifies opportunities to scale and improve chatbot functionality.

• Leverages specialized functional and data analytics to optimize and streamline finance and HR operational procedures.
• Maximizes operational ROI through process automation and the strategic utilization of software applications.
• Elevates data integrity to support advanced reporting, quality assurance, and institutional analytics across Shared Services.
• Develops and maintains critical process documentation, training resources, and strategic communications.