TERM Assignment:

This is a one year term assignment. Hybrid work arrangement an option, but must be physically on campus and in the office at least 2 days a week. Must be in office 5 days a week for training period as well.

About Carleton University

Carleton University is situated on unceded Algonquin territory and bordered by the Rideau River and the Rideau Canal, a UNESCO World Heritage site, in Ottawa, Ontario. The university is just minutes from the heart of our nation's government and G-7 organizations and this capital advantage provides opportunities for staff and faculty and students to make a positive impact in our community and around the world.

As one of the 2023 Top 100 Employers in Canada and one of the National Capital Region’s Top Employers for nine consecutive years, Carleton University is one of Canada’s most resourceful and productive hubs of learning and research, fuelling a rich talent pipeline that is supporting social and economic renewal. The university’s smart, caring and connected community inspires and empowers individuals to become change leaders who drive impact in the world while challenging conventional modes of thinking and doing. At Carleton, we are committed to fostering an innovative, equitable and welcoming work environment. Carleton is also a nationally certified Healthy Workplace and is a recipient of the Canada Awards for Excellence, Healthy Workplace Order of Excellence and Platinum Level Certification for Mental Health at Work.

The university’s Strategic Integrated Plan 2020-2025 is an ambitious vision for the future, anchored in Carleton’s strengths and student-centric, community-engaged values.

Duties and Responsibilities:

Job Summary
Provides a first point of contact for employees with pension enquiries. Responsible for supporting all aspects of pension documentation and administration from enrolment to settlement over the term of the employee’s tenure in keeping with fiduciary obligations and legislative requirements owed to the employee, their spouse, their dependents and any other beneficiary that could claim a legal entitlement to the accrued benefit.

General Duties Include:
• Store, update and retrieve financial data
• Perform clerical duties, such as maintain filing systems
• Complete, verify and process forms and documentation for administration of benefits such as pension plans, leaves, share savings, employment and medical insurance
• Inform employees about payroll matters and benefit plans
• Compile statistics and reports
• Perform data entry
• Calculate pension benefits
• Compile data, statistics and other information
• Calculate premiums, contributions and benefits for insurance policies, pension and
superannuating plans

Specific Duties Include
Relationship Management
• Responds to general enquires from faculty, staff and pensioners on pension benefits
• Responds to general questions regarding retirement, and termination options
• Communicates with faculty, staff, pensioners and assists in pension plan benefit distributions
Pension Administration
• Coordinates day-to-day administration of the pension plan from receiving and validating plan enrolment to distributing retirement notifications
• Maintains pension plan records and documents and ensures compliance with regulations
• Interfaces with third party pension platform: uploading monthly contributions data; performing pension estimates
• Assists with the preparation of annual pension statements
• Provides calculation for termination and retirement options in compliance with the provisions of the plan text and relevant governing legislation
• Addresses discrepancies in pension records or benefit calculations
• Interprets the provisions of the pension plan text and any relevant legislation and regulations in order to ensure that the legislative and fiduciary obligations are met
• Exchanges information and undertakes reporting requirements relating to Financial Services Regulatory Authority of Ontario (FSRA) and Canada Revenue Agency (CRA)
• Collaborates with internal departments to ensure accuracy and maintenance of database. This includes coordinating updates, providing calculations, ensuring data integrity
• Coordinates benefit payments and final settlements with external stakeholders (banks, trustees, lawyers, family members) as circumstances dictate (death, divorce)
Governance and Reporting
• Assists with annual legislated tasks including calculating and coordinating the payment of various indexation adjustments, preparing and distributing pension statements and producing pension adjustments for T4s.
• Ensures the integrity of the database and information by performing regular data audits in order to ensure compliance with regulatory requirements
• Ensures that pension documentation is complete, valid and collected in accordance with best practices

Qualifications:

The incumbent must possess the following qualifications:
• Knowledge of office administration policies, procedures and processes
• Knowledge of the Pension Benefits Act, Ontario (RSO 1990), the Employment Standards Act; FSRA pension regulations and CRA regulations and requirements
• Familiarity with the provisions of the Family Law Act, the Succession Act, Income Tax Act, Employment Insurance Act, the Canada Pension Plan, HR Policies and the various Collective Agreements in force at the university
• Knowledge of payroll administration procedures and processes
• Knowledge of collective agreements and HR policies
• Knowledge of office productivity software and databases, internet browsers and search engines, discipline-specific software, enterprise software, and technology devices
• Knowledge of the Carleton University Retirement Plan Text is preferred

Education and Experience:

The above is normally acquired through the completion of:
• Completion of a College Diploma or bachelor’s degree will be preferred
• Pension Plan Administration Certificate (PPAC) or an RPA (Retirement Plans Administrator) or a C.E.B.S. (Certified Employee Benefit Specialist) designation or an equivalent certificate
• Minimum of 2 years of previous pension plan administration experience or related role that requires the ability to produce complex calculations.
• Experience using SECLON pension administration software or similar preferred

HR Note:

Equivalencies will be considered. Applicants are encouraged to provide information which may demonstrate equivalent qualifications. Please note that applicants may be required to complete an employment test as part of the selection process for this position. Those applicants that are selected for an interview will be requested to contact the Human Resource Advisor assigned to this competition as soon as possible to discuss any accommodation requirements. Arrangements will be made to accommodate your request in a timely manner. Carleton University is strongly committed to fostering diversity within its community as a source of excellence, cultural enrichment, and social strength. We welcome those who would contribute to the further diversification of our University including, but not limited to: women; visible minorities; First Nations, Inuit and Métis peoples; persons with disabilities; and persons of any sexual orientation or gender identity and expressions.

Health and Safety Requirements

This position is regularly required to work on campus in person. In the event of a public health emergency or a health and safety issue, it is possible that you may be required to work temporarily remotely due to public health orders, directives and/or health and safety requirements. If this happens, you will work with your direct manager to set up a remote work environment including discussing appropriate technology and requirements. You are required to follow all University policies and directives, including to set up a safe and confidential workspace in a remote location and ensure all Carleton property (intellectual and other) is safeguarded. If required to work remotely, you will be notified by your manager when working full time physically onsite will resume.

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