Scotiabank Assistant Manager, Administration & Special Projects - 18 Month Contract in Toronto, Ontario

Assistant Manager, Administration & Special Projects - 18 Month Contract

Requisition ID: 33656

Join the Global Community of Scotiabankers to help customers become better off.

Job Purpose

Contributes to the overall success of the Real Estate Department (RED) by providing a range of operational and administration functions. Provides strong, effective support to staff at all levels. Ensures all Human Resources, Skills and Resource assessments, Accounting and Administration activities conducted by the Real Estate Department are in compliance with governing regulations, internal policies and procedures.

Key Accountabilities

  1. Champions a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge.

  2. Manages and provides HR services to the RED team and senior management including:

  • Accurate and timely preparation of a variety of weekly/monthly/quarterly reports (i.e. compensation projections and employee reporting analysis).

  • Provides effective and responsible advice and guidance on all HR-related processes to employees and management.

  • Prepares and facilitates new hire orientations to on-board new employees and external contractors.

  • Liaise with Scotiabank’s recruitment team and assist with recruiting initiatives by gathering necessary approvals for job postings and creating the job posting requisition, coordinating interviews for the hiring managers, etc.

  • Implement corporate initiatives/projects as required (e.g. compliance policies, new initiatives, etc.) – manage the interpretation and delivery of human resource and administrative policies and procedural information.

  1. Support the required coordination for external contractors and ensure all required forms and documents are completed in compliance with the Bank’s policies and procedures.

  2. Manage VISTA application for all external contractors employed by the Bank by ensuring all contracts and information are uploaded and maintained in the system. Provide support on use of VISTA and ensure the department is in compliance with current VISTA policies.

  3. Provide operational and administrative support to the RED team including:

  • Maintain relevant content for Real Estate’s internal and external Scotiabank Live pages with featured projects, staff announcements, manuals, management reports, Real Estate news and forms.

  • Act as a departmental coordinator for Scotiabank’s CentreSuite’s application, which manages employees’ business expenses and commercial Visa cards. Review/address any outstanding overdue balances and follow up accordingly.

  • Maintain organizational charts, document process flows and run/analyze regular reports for budgeting/forecasting purposes and other ad hoc reports as required for Real Estate. Perform compliance testing and report control weaknesses to senior management as necessary. Conduct quarterly/annual call tree tests and update Business Continuity Plan (BCP) site with test results for Real Estate’s BCP to ensure the department’s pandemic planning process meets Bank’s standards. Participate in Scotia Plaza’s monthly Occupational Health and Safety meetings as a committee member and report hazardous incidents accordingly.

  1. Understand how the Bank’s risk appetite and risk culture should be considered in day-to-day activities and decisions.

  2. Champions a high-performance environment and contributes to an inclusive work environment.

Functional Competencies

  • Strong working knowledge of Scotiabank HR administration policies and procedures;

  • PC and software knowledge, include Excel/Word/PowerPoint, Horizon, HR Reporting System (Mini Mart), SAP, and Absence Etrac;

  • Excellent communication skills, both verbal and written;

  • Self-initiative, resourcefulness and energy;

  • Team player with good organizational and time management skills to handle multi-task assignments;

  • High degree of judgement, ability to work independently and initiative to deal with diverse/complex duties;

  • Effectively handle highly confidential records, information and sensitive matters; and

  • Ability to work effectively and efficiently under pressure.

Education and Other Requirements

  • Post-Secondary education preferred, preferably with a focus on Business/Human Resources.

Location(s): Canada : Ontario : Toronto

As Canada’s International Bank, we are a leader when it comes to inclusion. We are a diverse and global team, speaking more than 100 languages with backgrounds from more than 120 countries. We value the unique skills and experiences each individual brings to the bank, and are committed to creating and maintaining an inclusive and accessible environment for everyone. Candidates selected for an interview will be contacted directly. If you require accommodation during the recruitment and selection process, please let us know. We will work with you to provide as seamless a recruitment experience as possible.