Edmonton Catholic Schools is now accepting applications for the position of

STAFFING COORDINATOR – EARLY LEARNING (New position)

Edmonton Catholic Schools is a large urban school district whose mission is to provide a Catholic education that inspires students to learn and that prepares them to live fully and to serve God in one another. The District is comprised of over 39,000 students and 3,500 employees in 89 schools and other sites. This position is accountable for delivery of administrative function in support of the recruitment and selection for the Early Learning Team – primarily the Early Learning Facilitator group that supports many Early Learning school based programs, working closely with the Early Learning Manager of Family Programs. The job’s focus is in all areas of recruitment, selection, orientation and absence management of Early Learning Facilitators in collaboration with HR Staffing Manager, Classified and HR Staffing Coordinator, Classified. This position also supports the Early Learning Manager of Multi-Disciplinary Team with staffing as needed. This is a permanent, 12 month, full-time, Out of Scope, Level 2 position with a salary range of $50,609.00 - $63,271.00 to commence as soon as possible. Primary Duties and Responsibilities: Leverage and initiate technology mechanisms to support staffing and recruitment

functions; Identifies most effective and efficient method to maximize recruitment; Provides principals, managers, supervisors and applicants with information on the

position; Coordinates recruitment activities (career fairs, recruitment drives, scheduling and

travel); Works with the Early Learning Managers and Director to confirm job postings,

(created by HR Staffing Coordinator) and authorizes the postings online; Receives, identifies, categorizes and conducts a preliminary screening of

Facilitator/Multi-Disciplinary Team applicants; Coordinates interview panels, schedules interviews, provides candidate and job

information to administrators; Works with the HR Staffing Coordinator in coordinating the hiring of all facilitator staff. Qualifications: High school plus post-secondary diploma in Human Resources, or a related area, plus

five years of progressively responsible experience; Proficient in Microsoft Office (Word, Excel, Publisher, Outlook); Working knowledge of electronic Human Resource Information Management systems

(HRMIS), electronic databases, Query/Crystal for reporting purposes and electronic attendance systems such as AESOP;

Working knowledge of: collective agreements; Human Resource Services practice, principles, policies and procedures; staffing principles and practices, techniques of interviewing;

Advanced oral and written communication skills and the ability to communicate staffing concepts to a wide-range of clients and stakeholders;

Strong organizational skills and the ability to work within tight timelines and balance competing priorities;

Strong teamwork skills with the ability to perform complex tasks on own initiative using considerable judgment.

A complete job description is shown below

For further information on this opportunity please contact Corine Gannon at corine.gannon@ecsd.net Please email a letter of interest and resume by 4:00 p.m., Monday, May 25, 2015 to: Corinne King, Manager, Staffing

Human Resource Services resumes@ecsd.net

Prior to employment, successful candidates will be required to submit Police Information Check and Intervention Record Check documents.

We thank all candidates for their interest. Only applicants considered for the position will be contacted.

Out of Scope Job Description

January 2015

1

JOB IDENTIFICATION:

Incumbent: Vacant Working Title: Staffing Coordinator

Current Classification Level: Requested Classification Level:

Supervisor’s Name: Supervisor’s Working Title: Manager

Location: Genesis Centre Department: Learning Services – Innovation Program: Early Learning

PRIMARY FOCUS/OVERALL ACCOUNTABILITY: Provide a brief summary of the job, covering the main responsibilities, the framework within which the job has to operate and the main contribution to the organization.

The job is accountable for delivery of the administrative function in support of the recruitment and selection for the Early Learning Team. The primary focus is the recruitment and selection of Early Learning Facilitators (ELF) who support the development and delivery of school-based programs. The job’s focus also includes orientation and on-boarding of staff. The job also participates in staffing activities to fill Out of Scope job vacancies.

JOB RESPONSIBILITIES AND ACTIVITIES: Normally a job has four to eight core responsibilities, each of which shows what the job is accountable for, within what framework, and what the added value is. For each responsibility, approximately four major activities should be described. List the core responsibilities in ascending order of importance.

1. Recruitment activities

Leverages and initiates technology mechanisms to support recruitment and selection functions

Identifies most effective and efficient method to maximize recruitment

Provides principals, managers, supervisors and applicants with information on the job

Coordinates recruitment activities (career fairs, recruitment drives, scheduling and travel)

Works with the management team to confirm job postings and authorizes the postings online

Builds positive and productive relationships with stakeholders to foster and support best HR practices in the organization

2. Selection activities

Receives, identifies, categorizes and conducts a preliminary screening of resumes

Assists in the identification of qualified ELF candidate shortlists

Responds to inquiries and provides information to internal and external applicants

Develops interview format and plans in consultation with managers

Compiles interview packages including applicant documents and interview materials

Coordinates interview panels, schedules interviews, provides candidate and job information to administrators

Arranges department interviews for those candidates that apply and who are not in the “applicant pool”.

3. Hiring activities

Provides confidential feedback to interviewed applicants as to their interview status

Generates and distributes correspondence to successful applicants

Maintains data to be used for staffing positions and reporting

Works with Staffing Coordinator in coordinating the hiring of ELF staff

Organizes and facilitates the department’s orientation for all new staff

4. Communication activities

Initiates technical and functional solutions for the area in relation to the needs of the managers

Ensures effective and regular dissemination of information to all stakeholders

Manages the coordination of all inquiries and requests for information to ensure a timely, accurate and appropriate response

Develops plans and timelines and monitors execution in support of an effective work flow

Assists managers in creating and developing project plans and timelines

5. Internal staffing activities

Monitors staff leaves of absences to determine possible manpower changes in coordination with HR Staffing

Out of Scope Job Description

January 2015

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JOB RESPONSIBILITIES AND ACTIVITIES: Normally a job has four to eight core responsibilities, each of which shows what the job is accountable for, within what framework, and what the added value is. For each responsibility, approximately four major activities should be described. List the core responsibilities in ascending order of importance.

8. Administrative activities ▪ Recommends and/or initiates changes in procedures to improve efficiency of workload and work flow ▪ Responds to general inquiries electronically, via telephone calls or in-person visits; redirects calls, or records messages ▪ Generates a range of written materials and forms ▪ Assists with celebrations, special events and projects ▪ Participates in staff meetings

PROBLEM SOLVING: Describe difficult or challenging situations the position is typically expected to solve; the degree of originality of the solutions; assistance available; and any problems or decisions that must be referred to a supervisor for resolution or approval

To effectively manage and maximize recruitment within Early Learning and support HR staffing processes; accurate and timely communication between the stakeholders is critical. The incumbent must identify errors in the processes and determine why the discrepancy occurred and take the necessary steps to correct the problem by recommending and initiating changes in procedures to improve efficiency of work flow, to aid in the efficiency of the unit’s managers. The job also identifies and evaluates resources and technology to streamline and enhance the unit’s effectiveness.

ORGANIZATIONAL DATA: Identify any measurable areas upon which the job has either direct or indirect impact. Measures that may be included are: number of staff supervised, annual operating budget, number and size of projects, clients served or any other significant values. Include examples that indicate the “size” of the job. Attach a complete Organization Chart that includes supervisor, peers, direct reports and staff.

There are currently 100 ELF jobs in the district with a potential for 50 more within the next year. These jobs work in schools and non-traditional classroom settings such as City of Edmonton Recreation Centres. Early Learning has approximately 200 staff including certificated, support and Out of Scope staff. The unit’s managers jointly supervise this job while functional supervision of recruitment and selection activities is done by the Manager, Staffing. The job works in collaboration with Human Resource Services, specifically the Manager, Staffing and the Staffing Coordinator (Non-teacher Group). The incumbent will develop draft job postings for approval by HR prior to distribution. The job also supports the Manager, Early Learning with staffing activities as needed.

REPORTING RELATIONSHIPS: Identify the jobs and the number of incumbents within each job that report directly to you. Provide a brief summary of each subordinate job’s purpose.

Job Title Job Responsibilities

CONTACTS: Identify internal and/or external contacts such as co-workers, clients, stakeholders and partners. Indicate the nature and purpose of contact (i.e. to deliver information, present data, negotiate contracts, etc.) and frequency (daily, weekly, monthly etc.).

Contact

Nature and Purpose Frequency

Human Resource Services To receive and provide hiring information To communicate and respond to information To resolve problems

Daily

Clients, district staff and general public

To provide information on staffing and employment within the district To resolve problems

Daily

Out of Scope Job Description

January 2015

3

Principals, managers, supervisors and consultants

To discuss staffing needs and provide solutions and general information To provide names of screened or surplus staff to fill absences

Daily

Network of staffing contacts and service providers

To provide and obtain information on job postings To resolve problems and negotiate costs

Daily

Financial Services To provide and obtain information To resolve problems

As needed

Information and Infrastructure Technology Services

To provide and obtain information To resolve problems To receive guidance and technical advice

As needed

Job Qualifications: Include a list of the most important knowledge factors, including knowledge about practical procedures, specialized techniques etc. Outline specific training that is needed to do the work and any occupational certification/registration required for the job. Include a list of competencies (skills and abilities) critical in performing the job.

Knowledge and Experience Competencies

High school and a post-secondary diploma in Human Resource, or a related area, plus five years of progressively responsible experience

Working knowledge of: collective agreements; Human Resource Services practice, principles, policies and procedures; staffing principles and practices, techniques of interviewing

Knowledge of staffing industry, employment websites, professional associations, educational institutes and employment agencies

Proficient in Microsoft Office (Word, Excel, Publisher, Outlook)

Working knowledge of electronic attendance systems such as AESOP

Knowledge of Freedom of Information and Protection of Privacy Legislation and records management principles

Understanding of the district’s programs and operations

Advanced oral and written communication skills and the ability to communicate staffing concepts to a wide-range of clients and stakeholders

Strong leadership skills with the ability coach, train and mentor staff and team members

Strong problem solving and analytical skills and the ability to influence decision making

Strong organizational skills and the ability to work within tight timelines and balance competing priorities

Strong consultation, needs assessment and interviewing skills and the ability to relate to a wide range of stakeholders

Attention to detail and the ability to work with numbers Strong teamwork skills with the ability to perform complex

tasks on own initiative using considerable judgment Ability to use discretion and maintain a strict level of

confidentiality in all staffing related matters in compliance with FOIP Legislation and district policies

Organizational Chart

Out of Scope Job Description

January 2015

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Signatures The signatures below indicate that the incumbent, supervisor and principal/director have read, discussed, and agreed that the information accurately reflects the work assigned.

Incumbent

Name Signature Date

Supervisor

Name Signature Date

Manager

Name Signature Date

This information is being collected under the authority of Board Governance Policy EL# 5 relating to Freedom of Information and Protection of Privacy (FOIP) Act and will be used to allocate positions within a classification plan and to manage the Edmonton Catholic School District’s Human Resources program. If you have any questions about the collection of this information, contact the Assistant Superintendent, Human Resource Services 780 441-6061.