Administration and Projects Specialist (Pension Administration)

Location: Hybrid work arrangement at hirify.global Vancouver Campus, Vancouver, British Columbia, Canada.

Salary: $6,143.67–$8,830.25 CAD monthly.

Company

hirify.global is a university whose Faculty and Staff Pension Plans support employee recruitment, retention, financial security, and retirement readiness.

What you will do

• Lead and coordinate projects for the Director, Pensions, Executive Directors, and senior leadership, including project plans, timelines, research, reporting, risk monitoring, and stakeholder materials.
• Organize, digitize, control, retain, and retrieve operational, onboarding, and governance records in accordance with privacy legislation, records-management requirements, and pension governance standards.
• Manage office operations, including building access, security protocols, alarm systems, workspace readiness, equipment, service agreements, vendors, and routine technology-access issues.
• Manage onboarding and offboarding for Pension Administration Office employees, Board members, and Trustees, including system access, procedures, communications, and Board portal administration.
• Deliver training related to privacy, cybersecurity, records management, hirify.global and HR policies, and Workday functionality.
• Support continuous improvement through research, operational data analysis, reporting, workflow enhancements, and documentation improvements.

Requirements

• Undergraduate degree in a relevant discipline and at least two years of related experience, or an equivalent combination of education and experience.
• Willingness to respect diverse perspectives and commitment to developing awareness, knowledge, and skills related to equity, diversity, and inclusion.
• Ability to independently coordinate multiple projects, priorities, and deadlines with minimal supervision and sound judgment within established policies and procedures.
• Exceptional attention to detail and accuracy when managing documentation, records, and data with privacy, compliance, or operational implications.
• Strong organizational, analytical, written, verbal, interpersonal, and relationship-management skills.
• Ability to handle sensitive and confidential information with discretion, integrity, and professionalism.
• Proficiency with office productivity and collaboration tools, including Microsoft 365 and strong Excel skills.
• Ability to work independently and collaboratively with employees, managers, executives, internal teams, and external service providers.
• Knowledge of equity, diversity, and inclusion principles and ability to integrate them into operations.

Nice to have

• Undergraduate degree in business administration, project management, records management, or information management.
• Experience leading or coordinating administrative, documentation, information-management, records-modernization, digitalization, or document-control projects.
• Experience in a pension plan, financial services, public-sector, or other highly regulated environment.
• Training or hands-on experience in records management, information governance, privacy legislation, or document-control practices.
• Experience with hirify.global Library Preservation and Archives Records Management.
• Experience supporting governance processes, Board or executive documentation, or leadership reporting.
• Experience administering internal portals, intranets, or knowledge-management systems such as SharePoint or Confluence.
• Experience validating and analyzing operational data for reporting, decision-making, or continuous improvement.
• Experience working proactively with competing priorities, limited direction, and evolving operational needs.
• Experience coordinating with IT teams or service providers to resolve email, phone, access, system, or technology issues.

Culture & Benefits

• Hybrid work arrangement, subject to change.
• Full-time, ongoing position within a staff, non-union role.
• Work in a collaborative, cross-functional, respectful, inclusive, and diverse environment.
• Support large hirify.global Staff and Faculty Pension Plans serving more than 26,000 members in total.
• Work in a regulated environment with a strong focus on confidentiality, privacy, security, and operational continuity.