Library Assistant Jobs in Vaughan, ON (NOW HIRING)

ABOUT THIS CAREER OPPORTUNITY

Black & McDonald's Power Generation Region team is growing! If you are committed and collaborative professional looking to contribute to a hard-working, innovative team, this opportunity is for you.

The Onboarding Coordinator coordinates onboarding activities for the Power Generation Region, ensuring new hires are prepared for work through efficient, compliant, and well-organized processes. Working closely with hiring managers, HR partners, site teams, and training providers, the role oversees onboarding requirements, monitors progress, resolves routine issues, and ensures documentation, training, and access requirements are completed in accordance with company, client, and regulatory standards.

DUTIES AND RESPONSIBILITIES

• Hiring & Onboarding
  • Create hiring plans for major onboarding phases (e.g. Outage Hiring)
  • Attend Outage and Project planning meetings
  • Work with HR Partners to coordinator orientation and training for new hire office staff
  • Oversee preparation of hire kits, schedules and Computer-Based Training (CBT) lists
  • Liaise with site leaders and union halls and distribute Help Requisitions to the union hall
  • Schedule Orientations and obtain/notify facilitators
  • Assist in monitoring new hires in onboarding room as needed
  • Set up Client eLearning profiles as required
  • Activate new hires in client Training/Onboarding systems (e.g. OPG ONboard)
  • Ensure CBT progress is monitored and tracked confirming trainees are progressing at a sufficient rate
  • Ensure daily attendance is tracked and report problems/issues to managers and supervisors
  • Ensure timesheets are completed/submitted for new hires
  • Review and verify report to Site notifications
  • Verify new hires enrolled in client job clock and monitor compliance with company/client job clock policies
  • Verify and submit/upload TLD forms and dose reports for new hires
• Security Clearances
  • Create security clearance applications for new employees and renewals for current employees
  • Maintain active list of clearances and their respective status
  • Maintain the library of documents for Clearances (templates, job aids, trackers, etc.)
  • Enter/track clearance expiry data and make appropriate notifications to managers when needed
  • Generate weekly and monthly clearance reports and distribute to management and site leaders
  • Approve/reject identity documents submitted by applicants
  • Assist employees with completion of application
  • Investigate problems/issues with the client contacts in a timely manner
• Training, Learning & Development and other Admin support
  • Prepare training plans for major onboarding phases and ensure roster demand is aligned with client training resources
  • Ensure requested qualification/training demand aligns with mandatory qualifications list and job scope
  • Maintain training rosters for new hires while in Onboarding
  • Schedule and close out courses in company LMS for Onboarding course offerings (e.g. scheduled orientation)
  • Coordinate with the Training and Learning & Development teams to roster new hires for required Plant Access Training (PAT)
  • Review and facilitate credit transfers and equivalencies for new hires
  • Review and submit TLD forms and dose reports for new hires
• Tracking, Logs and Reporting
  • Ensure tracking logs are current and up to date (help reqs, onboarding, clearances, terminations)
  • Track new hire data (forecast vs actuals, training events, missed training, failures)
  • Prepare semiannual hire reports
  • Provide hire forecast data to client
  • Attend client coordination/alignment meetings and prepare a summarized report to share with the team and managers
• Document Control and Records Management
  • Maintain the source documents for the Hire Kit and ensure hire kits are updated when required
  • Routinely check prepared hire kits to ensure they are complete and up to date prior to hire day
  • Ensure project libraries are complete and accurate and audit on a weekly basis (training files, help requisitions, dispatch slips, etc.)

COMPETENCY REQUIREMENTS

• Communicates effectively (excellent verbal and written communication skills).
• Customer Focus
• Holds self and Others Accountable (proven ability to accurately handle a high volume of transactions, meet deadlines and prioritize workload).
• Problem Solving and Innovation (Strong analytical and critical thinking skills).
• Teamwork and Collaboration (Demonstrated ability to collaborate with a variety of people in a professional manner; Flexible team player with the ability to function independently while working in a team environment)

EDUCATION REQUIREMENTS

• Completion of a College diploma or University degree in Business Administration, Human Resources, or a related field (required) College certificate acceptable with additional relevant experience
• Formal training/course work in HR processes, workforce planning, training coordination, or records management is an asset
• Experience with onboarding systems, LMS platforms or client training system is an asset
• Relevant industry or site-specific training is an asset

WORK EXPERIENCE REQUIREMENTS

• 35 years administrative or coordination experience in onboarding, HR, training, or workforce planning environments
• Experience supporting highvolume onboarding cycles and coordinating multidepartment workflows
• Demonstrated experience maintaining complex records, processing documentation, and ensuring accuracy in compliancedriven environments
• Experience working with onboarding systems, client training platforms, LMS tools, and eLearning administration
• Experience coordinating schedules, planning resources, and supporting teamlevel task execution
• Experience communicating with internal teams, site leaders, client partners, and external stakeholders in a professional setting
• Experience handling confidential employee information and applying policies, standards, and regulatory requirements

SKILLS, ABILITIES, AND OTHER REQUIREMENTS

• Strong knowledge of:
  • Workforce onboarding processes
  • Project-based hiring and outage planning
  • Client onboarding and compliance requirements
• Intermediate to Advanced Proficiency in:
  • Microsoft Office Suite (Excel, Word, PowerPoint) and Office 365 applications (Lists, Teams, SharePoint)
  • LMS platforms and onboarding systems (e.g., ONBoard, SCIA, ServiceHub, BambooHR)
• Strong organizational skills to manage high-volume onboarding activities and competing priorities
• Knowledge of onboarding policies, compliance requirements, and quality standards
• Experience managing onboarding documentation, records, and hire packages
• Effective communication and stakeholder coordination skills
• Ability to track training progress and resolve onboarding-related issues
• Proficiency with onboarding systems, LMS platforms, and client training tools
• Strong problem-solving skills to address documentation, access, scheduling, and compliance challenges
• Ability to prepare and maintain onboarding reports, forecasts, and status updates
• High attention to detail when reviewing documentation and compliance requirements
• Ability to provide guidance and support to Onboarding Administrators as needed

WORK PERKS & BENEFITS

• Company paid health and dental benefits
• Opportunity to participate in community and wellness initiatives
• Team building events
• Access to a dynamic Employee & Family Assistance Program
• Opportunity for ongoing professional development
• Rewards and recognition
• Scholarship Program for employee dependents

COMPENSATION

The expected salary range for this role is between $60,000/annually and $75,000/annually. The starting salary will be based on several factors such as the successful candidate's qualifications, including but not limited to education, experience and overall competencies. Salary is one component of Black & McDonald's total rewards package. Total rewards vary by position and may include additional offerings such as group insurance benefits, pension plan, annual performance bonus, and career development programs.

APPLICATION PROCESS

Black & McDonald welcomes and encourages applications from persons with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the recruitment and selection process.

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