Associate Administrator Jobs in Waterloo, ON (NOW HIRING)

Community Healthcaring KW provides a broad range of services aimed at improving the health of individuals and the wider community. Our services include medical and dental care, health promotion, illness prevention and outreach programming. Our expertise and resources are focused on working with those who experience health inequities and barriers to accessing health services. Collaborating as an interdisciplinary team, we provide services and supports that address the social determinants of health including factors and barriers such as poverty, inadequate housing, food insecurity, substance use, language and culture, as well as stigma and social exclusion.

Community Healthcaring KW works with the most complex client population served by primary health care professionals within Waterloo Region. Our highly skilled and diverse team works from a strength-based approach with individual clients as well as the broader community. We collaborate with many partner agencies and organizations within Waterloo Region. Our team consists of Family Physicians, Nurse Practitioners, Registered Nurses, Social Workers, Dietitians, Chiropodists, Pharmacists, Psychiatrists, Health Promoters, Community Health Workers, Administrative Staff and Volunteers.

We invite you to consider this opportunity to join our team and contribute to this important work.

The Health Centre is currently recruiting for the following position:

Job Title: Human Resource Associate

Salary: $52,931.21 - $63,772.45 per annum

Permanent, Full Time FTE 1.0

37.5 hours per week

Job Summary:

As part of the HR team, the Human Resources Associate provides administrative and operational support across a variety of functions, including recruitment, onboarding, employee relations, benefits administration, BambooHR admin, HR reporting, record keeping, and payroll backup support. This role helps ensure HR processes are efficient, compliant, and aligned with organizational objectives while maintaining confidentiality and delivering excellent employee support.

Responsibilities:

1. Full-cycle recruitment including developing job descriptions, posting, screening resumes, scheduling interviews, interviews, conducting reference checks, maintaining communication with candidates.
2. Coordinate & support onboarding of new employees, including preparing onboarding materials, drafting orientation schedules, and ensuring all documentation is completed.
3. Maintain recruitment records and applicant tracking systems.
4. Back up for bi-weekly payroll, ensuring accuracy and timeliness in accordance with Community Healthcaring Kitchener-Waterloo policies and legal requirements.
5. Perform accurate data entry and maintenance of employee information within the Human Resource Information System (HRIS).
6. Serve as backup support for payroll processing.
7. Support compliance with company policies and employment legislation.
8. Maintain and update payroll records in the HRIS system (BambooHR), and ensure employee files are accurate and up-to-date.
9. Provide administrative and operational support to the HR Manager.
10. Perform all duties related to the administration of the employee group insurance plan, pension, and other benefits: process new enrolments, updates, and terminations.
11. Ensure that all required documentation, policies, and training for students are organized and completed prior to their arrival.
12. Maintain and update employee records in compliance with Community Healthcaring Kitchener-Waterloo policies and legal requirements.
13. Assist in preparing HR-related reports including time off, staffing, Statistics Canada submissions, Canada Summer Job Grants, and other reporting.
14. Provide support to employees by answering questions and contributing to a positive & supportive work environment.
15. Assist with WSIB including completing Form 7, and related documentation.
16. Verify and document professional licenses/certifications and liability insurance on annual basis for required positions.
17. Participate in the Joint Health & Safety Committee and support Health & Safety within CHCKW.
18. Provide information to employees and prepare documents related to staff leaves of absence and offboarding.
19. Track and ensure all required training and orientation documents are completed. Provide orientation to new staff for all human resources.
20. Provide information to employees and prepare documents related to staff leaves of absence and terminations including benefits and pension entitlements.
21. Assist with collecting information on workplace occupational health, employment standards and other employment related legislation changes.
22. Assist in duties related to the administration of our benefits & pension.
23. Other administrative & HR related duties as needed.
24. Participate in team/staff meetings and other meetings and committee work as assigned to support both service delivery and organizational goals.
25. Work individually and collaboratively in the development and implementation of quality improvement initiatives and activities as needed.
26. Work in a manner that preserves confidentiality.
27. Work in a manner that ensures safety and minimizes risk to clients, volunteers, and the Centre.
28. Work in a manner consistent with the Community Healthcaring KW Vision, Mission, and Values.
29. Work in a manner that demonstrates self-reflection and personal accountability for work performance.
30. Adhere to all Community Healthcaring KW policies.
31. Adhere to appropriate infection control practices.
32. Perform any other duties as assigned by your supervisor.

Accountability

This position reports to: Human Resources, Manager

Qualifications

1. Prior Human Resources experience supporting full-cycle recruitment, employee relations, and HR administration.
2. High school diploma or equivalent required; College or bachelor's degree in human resources, or associate's degree in accounting, finance, business administration, or related field; or equivalent combination of education and experience.
3. Knowledge of Canadian payroll practices and experience with electronic payroll is an asset.
4. Proficiency in the use of a personal computer and software programs including Microsoft Office, email, and
5. CHRP considered an asset.
6. Excellent organizational and time-management
7. Demonstrated ability to communicate effectively in English, both written and verbally.
8. Ability to work independently as well as an effective member of an interdisciplinary team.
9. Strong problem solving and critical thinking abilities.
10. Ability to work collaboratively.
11. Ability to maintain strict confidentiality.
12. Experience working sensitively with culturally and economically diverse populations.
13. Ability to obtain a Police Vulnerable Sector Check satisfactory to the Health Centre.
14. 2-Factor Authentication for Outlook is App based (Microsoft Authenticator Application) and used to ensure the security of our online accounts. 2-FA requires the use of a personal mobile device with a recent operating system.

Benefit package

3 weeks paid vacation to start; 4 weeks vacation after 1 year

Comprehensive Health Benefits

Employee & Family Assistance Program

Paid Public Holidays & Sick Leave

Defined Benefit Pension Plan (HOOPP)

Hours:

Monday, Tuesday, Thursday: 9:00am- 5:00pm

Wednesday 9:00am- 5:00pm or 12:00pm- 8:00pm

Friday 8:00am - 4:00pm

Application Deadline:July 31st, 2026

The Health Centre values the diversity of its staff and welcomes applications from people of all races, ethnicity, religions, culture, sexual orientation, gender identity and those with disabilities.

Individuals with a disability requiring accommodation during the application and/or the interview process should contact humanresources@healthcaringkw.org so that suitable arrangements can be made.

Personal information submitted will only be used for the purposes of this recruitment process.

We appreciate all expressions of interest; however, only those selected for an interview will be contacted. This is an open position.