Human Resources Administrative Assistant

Human Resources Administrative Assistant

Permanent, Full Time (1.0 FTE), starting date: February 2026

One of our core values at St. Michaels University School is respect. With this in mind, we acknowledge that our school rests in the heart of Straits Salish territory, a living culture with its own rites, ceremonies, and unfolding history. We honour the Esquimalt, Songhees, and W̱SÁNEĆ peoples – whose homelands we share and whom we recognize as our neighbours. 

Position Summary

The Human Resources Administrative Assistant provides efficient, accurate, and proactive administrative support to the Human Resources department. This role coordinates recruitment logistics, maintains data, prepares employee correspondence, manages onboarding and offboarding tasks, and ensures accurate documentation practices.

The ideal candidate is highly organized and tech-savvy, with the ability to use AI and digital tools to enhance efficiency, solve administrative challenges proactively, and keep workflows on track.

Key Responsibilities & Expectations

Coordinate recruitment administration, including job postings, interview scheduling, candidate communication, and reference checks.
Maintain accurate employee records and enter data into the HRIS with a high level of accuracy, integrity, and confidentiality, responding to data requests in a timely and professional manner.
Prepare and distribute employee correspondence including salary calculations, offer letters, contracts, and employment verification letters.
Provide administrative support for onboarding and offboarding processes, including coordination of new hire orientation, system access, welcome packages, checklist tracking, and required documentation.
Administer and track Criminal Record Checks, ensuring timely renewals and compliance.
Respond to general employee inquiries with professionalism, service focus, and a high level of confidentiality.
Organize and maintain documents for audits, reporting, and projects; create and manage spreadsheets, trackers, and Human Resources metrics.
Use AI tools, digital platforms, and research to streamline tasks, troubleshoot processes, and identify more efficient administrative methods.
Support projects, initiatives, and ongoing process improvements as assigned.

Qualifications and Skills

Diploma or bachelor’s degree in human resources, Business Administration, or related field preferred.
1–2 years of experience in HR or administrative support roles; HR certification or interest in CPHR is considered an asset.
Strong proficiency with Microsoft Office including advanced Excel and Google Workspace.
Knowledge of presentation software such as Canva, and Human Resources Information Systems databases as an asset.
Demonstrated comfort using AI tools (e.g., Gemini, CoPilot) to draft documents, improve workflows, or research solutions.
Excellent organizational skills with strong accuracy and attention to detail.
Effective written and verbal communication skills.
Ability to manage multiple tasks, prioritize effectively, and meet deadlines.
High level of discretion and professionalism when handling confidential information.
A proactive, curious, and solution-focused mindset with a willingness to learn and adopt new technologies.
Salary: 

Annual salary range: $57,016 – $67,059

Criminal Record Check: 

Must pass and maintain a clear Solicitor General criminal record check for the purpose of working with children. 

Application Details: 

Please apply by 2:00 pm January 22, 2026

About St. Michaels University School: 

Located in Victoria, British Columbia, Canada, St. Michaels University School (SMUS) is a Junior Kindergarten to Grade 12 day and boarding school with a global reputation for academic excellence. 

Our students from over 30 countries all over the world have opportunities in academics, athletics, arts, leadership, service and outdoor education, and are inspired by an extraordinary staff committed to character growth and preparing students for what lies ahead in life. The school’s Mission shapes these endeavours: Our school seeks the excellence in all of us, with passion and compassion. We are a community shaped by the pursuit of truth and goodness, providing outstanding preparation for life. At St. Michaels University School, we seek to employ and empower individuals who wish to forge impactful relationships and careers that place our students at the centre. We firmly believe that expanding our diversity while adjusting our practice will lead to becoming the community we envision – a place where staff and students share a sense that they fully belong.