Manager, Human Resources & Office Operations in Calgary, Alberta at Calgary Immigrant Educational Society

About TIES

The Immigrant Education Society (TIES) is a not-for-profit registered charitable organization that has been actively serving newcomers and low-income Calgarians since 1988. TIES' primary goal is to provide immigrants and economically disadvantaged individuals with a solid foothold in Canada and afford them the opportunities to feel belonging in their new community.

To provide high-quality, innovative language education, economic empowerment support, and holistic services for newcomers and Canadians in need, along with community-based research that benefits the broader community.

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At TIES, we offer more than a job. We offer the opportunity to shape inclusive systems, strengthen communities, and contribute to meaningful social change. Our work is grounded in our values of Togetherness in Action, Inclusivity by Design, Empowerment with Purpose, and Strength in Curiosity.

If you are passionate about building inclusive workplaces and contributing to community impact, we invite you to apply to this opportunity.

About the Position

• Position Title: Human Resources and Office Manager
• Job Type: Full Time - 37.5 hours per week (Monday-Friday)
• Work Location: Onsite
• Department: Administration
• Reports to: Human Resources Director

Position Overview

The HR & Office Manager reports directly to the Human Resources Director and coordinates the day-to-day delivery of human resources administration and office operations across TIES. Under the HR Director’s leadership and oversight, the role supports recruitment, onboarding and offboarding, employee documentation, HR records, policy administration, performance process coordination, training logistics, occupational health and safety administration, and routine employee inquiries. Complex, sensitive, or higher-risk HR matters are escalated promptly to the HR Director.

The role also coordinates general office operations and provides designated administrative and clerical support to the President & CEO, including governance and meeting logistics. HR-related priorities and competing assignments are coordinated through the established reporting relationship, in collaboration with the President & CEO and relevant departmental leaders. The role works closely with the Senior Payroll & Benefits Specialist and program/departmental managers.

Primary Duties & Responsibilities

HR Operations & Employee Support

1. Provide responsive, day-to-day HR administrative and operational support to employees and managers within established policies and procedures.

1. Respond to routine inquiries about HR policies, procedures, and workplace practices; refer complex, sensitive, or higher-risk matters to the HR Director.

1. Prepare and maintain employee correspondence, HR forms, employment documentation, and confidential personnel files.

1. Coordinate implementation and administration of approved HR policies, procedures, programs, and organizational initiatives.

1. Monitor HR deliverables, timelines, and required follow-up actions, flagging risks or overdue matters to the HR Director.

1. Coordinate the administrative aspects of employee performance evaluation processes, including schedules, forms, documentation, and records; refer substantive performance concerns to the HR Director.

Recruitment, Onboarding & Employee Administration

1. Coordinate recruitment logistics, including job postings, applicant communications, interview scheduling, reference checks, and recruitment records.

1. Coordinate onboarding, employee changes, and offboarding with the HR Director, Senior Payroll & Benefits Specialist, and program/departmental managers.

1. Support employee orientation, required forms, internal notifications, training arrangements, and timely completion of onboarding activities.

1. Monitor probationary periods, fixed-term contract renewal and expiry dates, employee training requirements, and other employment milestones; coordinate timely follow-up and escalation.

1. Support approved performance management and employee lifecycle processes through accurate scheduling, tracking, correspondence, and recordkeeping.

Occupational Health & Safety Administration

1. Coordinate OHS Committee activities, including meetings, agendas, minutes, action logs, recommendations, and follow-up.

1. Support workplace inspections, hazard reporting, safety orientations, training records, and corrective actions in collaboration with managers and Facilities.

1. Coordinate incident and near-miss reporting, investigation documentation, and follow-up, escalating serious incidents and regulatory reporting requirements to the HR Director.

1. Coordinate WCB claims administration, including documentation, tracking, stakeholder communication, and return-to-work or modified-work arrangements.

1. Coordinate employee leaves and workplace accommodations, including requests, approvals, confidential documentation, tracking, and return-to-work planning, escalating complex matters to the HR Director.

1. Maintain accurate OHS, incident, training, accommodation, leave, and WCB records while ensuring confidentiality and timely reporting.

Office Administration

1. Coordinate day-to-day office administration, including supplies, equipment, service providers, maintenance requests, routine purchasing, and office workflows within approved authority.

1. Coordinate with the facilities team on office and facility matters, requests, and operational follow-up as required.

Executive Assistance & Governance Support

1. Provide designated administrative and clerical support to the President & CEO, including calendar appointments, travel arrangements and itineraries, correspondence, and voucher or expense documentation.

1. Coordinate logistics, agendas, documentation, and meeting materials for Board, Board committee, and President & CEO meetings, in accordance with confidentiality and governance requirements.

1. Provide other agreed executive administrative support as assigned, coordinating competing priorities through the established reporting structure.

Event & Organizational Support

1. Lead logistical planning and coordination for organizational events, including staff meetings, the Annual General Meeting, and the Multicultural Summer Festival.

1. Support fundraisers, employment fairs, and other approved organizational events or special initiatives.

HR Systems, Reporting & Collaboration

1. Maintain accurate employee information, HR records, and supporting documentation in approved systems, including ADP Workforce Now, consistent with assigned access and procedures.

1. Coordinate approved employee information changes with the Senior Payroll & Benefits Specialist and support routine HR reporting, data quality checks, and record retention.

1. Work collaboratively with the HR Director, Senior Payroll & Benefits Specialist, managers, and other departments to deliver timely, consistent HR and administrative services.

1. Safeguard personal, employee, executive, and Board information through appropriate confidentiality, access controls, and secure records management.

Core Competencies

Communication & Collaboration: Communicates clearly, works effectively with stakeholders, and ensures timely follow-up.

Inclusivity & Cultural Responsiveness: Provides respectful, equitable, and culturally responsive HR and administrative support.

Adaptability & Resilience: Manages competing priorities professionally and responds effectively to changing needs.

Instructional & Service Excellence: Delivers accurate, timely, and policy-aligned HR, OHS, and administrative support.

Continuous Learning & Growth Mindset: Seeks feedback, maintains current knowledge, and improves processes and service delivery.

Leadership & Accountability: Takes ownership, exercises sound judgment, maintains confidentiality, and escalates sensitive matters appropriately.

Requirements / Qualifications

• Post-secondary education in Human Resources, Business Administration, Management, or a related field, or an equivalent combination of education and experience.
• A certificate, diploma, or formal coursework in human resources management.
• At least three (3) years of relevant experience in HR administration, HR generalist work, office administration, executive administration, or a combination of these areas.
• Hands-on experience with recruitment coordination, onboarding and offboarding, personnel documentation, HR records, policy administration, and employee support.
• Practical knowledge of Alberta employment standards, human rights requirements, occupational health and safety administration, and workplace leave and accommodation processes; familiarity with WCB and return-to-work coordination is an asset.
• Experience coordinating meetings, agendas, minutes, executive correspondence, and confidential or governance-related documentation.
• Experience coordinating office administration, facilities requests, vendors, events, or related administrative functions.
• Proficiency with Microsoft 365 and experience using HR information systems; ADP Workforce Now experience is an asset.
• Strong organization, accuracy, follow-through, communication, interpersonal skills, and ability to manage changing priorities.
• Ability to maintain confidentiality, exercise sound judgment, and identify when matters require prompt escalation.
• Experience in a nonprofit, multicultural, or multi-site organization is an asset.

Work Conditions

1. Extended periods of sitting and computer-based work.

1. Regular interaction with employees, managers, executive leadership, vendors, Board-related contacts, and external stakeholders.

1. Occasional travel between TIES locations and attendance at organizational events or meetings may be required.

1. Occasional periods of increased workload associated with recruitment cycles, contract signing, events, Board meetings, and HR or OHS reporting deadlines.

This position description reflects the general duties of the Human Resources and Office Manager and is not intended to be an exhaustive list. Other related duties may be assigned within the position’s scope and reporting structure.

Your well-being matters here. TIES offers a comprehensive total rewards program that supports your health, balance, and professional growth, including:

• Competitive salary and a focus on health and wellbeing, including access to employer paid extended health benefits, dental benefits, generous health spending account and employer matched RRSP contributions
• Commitment to your mental wellbeing with free and confidential support through the Employee & Family Assistance Programs
• Work life balance, including paid vacation, personal days, and paid statutory holidays
• Supportive work environment, staff celebrations with training and development opportunities

TIES is proud to be an equal opportunity employer; we welcome and encourage applicants from diverse backgrounds and experiences. If you are passionate about our mission and can contribute to our team, we encourage you to apply.

All qualified applicants will receive consideration for employment without regard to race, color, religious beliefs, gender, gender identity or expression, family status, marital status, sexual orientation, place of origin, source of income, mental and physical disability, age or veteran status.

Join Our Team

If you are passionate about building inclusive workplaces and strengthening communities, we invite you to apply.

The successful candidate must complete a Police Information Check with Vulnerable Sector Search and a Child Intervention Record Check.

Applications will be accepted until a suitable candidate is found.

TIES is committed to providing reasonable accommodation throughout the recruitment process. To request accommodation, please contact us.