Compensation Specialist

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day.

Learn more about our recruitment process.

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Internal posting deadline October 30 at 11:59PM.

Job Description:

Primary Purpose

The Compensation Specialist supports the Manager, Compensation with the design, maintenance, and implementation of the University’s compensation programs and structures. The role ensures internal equity, market competitiveness, and compliance with applicable legislation and collective agreements. The Specialist provides expert advice, analysis, and recommendations on job evaluation, compensation, and related HR processes including position management and job architecture to support organizational effectiveness and employee engagement. Contributes to the achievement of Human Resources’ goals including the delivery of professional services to the community.

Key Accountabilities

Remain Current and Informed on Compliance, Trends, and Best Practices

· Maintain up-to-date knowledge of relevant legislation, regulations, and standards to ensure compliance within area of responsibility

· Monitor and incorporate emerging best practices and developments in compensation and job evaluation

· Engage in ongoing professional development to enhance knowledge and technical experience

· Maintain a comprehensive understanding of the compensation landscape within the higher education sector (primarily in Ontario, with awareness of research-intensive institutions across Canada) to effectively respond to information requests, and build professional networks

· Participate in and complete compensation surveys, collaborating with others in HR as needed to provide accurate data; analyze survey results to identify trends and assess the institution’s competitive market position

· Maintain an in-depth knowledge of Memoranda of Agreement and Collective Agreements with employee associations and unions to support compliance and deliver on related commitments; identify issues requiring attention and escalate to Manager, Compensation as needed

· Proactively prepare reports and analyses to support ongoing evaluation of the institution’s employee value proposition and market competitiveness

Analyze Staff Positions and Determine Internal Value/Job Grade Assignments

· Collaborate with managers and Human Resources colleagues to gather documentation and contextual information required to begin position analyses.

· Partner with Workforce Planning on departmental restructures and reorganizations, providing input and institutional context related to job architecture.

· Conduct comprehensive analyses of position documentation and related organizational context to assess each role’s relative value within the institution, following established procedures

· Complete and maintain administrative documentation, ensuring an auditable record of analyses and initiating updates to employee records to reflect accurate job grades.

· Provide guidance to managers on pay adjustments resulting from job analysis outcomes, supported by internal equity reviews and compensation recommendations.

· Process timely and accurate changes to Staff pay (base salary, stipends, and one-time payments) in Workday, collaborating with HR colleagues as needed.

· Maintain and update finalized job descriptions and related systems; track historical analyses in a central database to support knowledge transfer and organizational continuity.

· Develop, test, and implement process improvements for job analysis through consultation with key stakeholders to ensure efficiency and user satisfaction.

Maintain Job Architecture and Position Management for All Employee Groups

· Ensure the accuracy and currency of the Staff job architecture framework, including job family group, job family, career track, job level, job title, and position titles.

· Collaborate across the institution to ensure the Staff job architecture supports organizational growth and reflects the full scope and complexity of Staff work. Provide organizational structure guidance to HR colleagues and department leaders as needed.

· Assign National Occupational Classification (NOC) codes to all positions for government reporting, employment equity data management, and immigration purposes.

· Maintain and update positions and organizational structures within Workday, ensuring accurate job grade and position information.

· Oversee the creation, activation, and deactivation of job profiles and codes, maintaining consistency and integrity across systems.

· Develop, test, and implement enhancements to position management processes to improve efficiency, accuracy, and user experience.

Compensation Program Management

· Lead the annual Faculty and Staff salary increase processes, ensuring transparent communication, procedural consistency, and accurate implementation of adjustments.

• • Develop and distribute timelines, guidance materials, and supporting tools for HR teams, campus units, and Faculties.

  • Collaborate with HR and IST colleagues to test system functionality, validate data accuracy, and generate reports for verification and analysis.

  • Secure necessary approvals for new salaries, prepare and distribute reports, and oversee salary data uploads, corrections, and related communications (including salary advices and histograms).

  • Conduct post-cycle analysis and reporting to meet institutional, audit, and governance requirements.

· Support the Manager, Compensation, with institutional submissions and reporting, including the annual Public Sector Salary Disclosure report.

· Maintains and monitors pay equity compliance by analyzing compensation data to align with legislative and institutional requirements across all employee groups.

· Monitor minimum wage legislation and coordinate the timely implementation of corresponding salary adjustments.

· Conduct regular audits of Workday data (e.g., salary pool approvals, plan assignments) to ensure accuracy, eligibility, and compliance with established parameters.

Documentation and Communication of Compensation Arrangements

· Maintain accurate and up-to-date information on the HR website, applying effective change management principles and ensuring communication and training materials reflect current practices. Collaborate with HR colleagues to promote consistent understanding of compensation arrangements across the institution.

· Follow established documentation standards and processes, working collaboratively with Staff managers and HR colleagues to gather the information required for accurate job analyses.

· Provide guidance to Staff managers and HR colleagues on appropriate salary and stipend decisions, considering internal equity, incumbents’ qualifications and experience, and relevant circumstances such as appointments, promotions, temporary reassignments, secondments, reclassifications, and career progressions. Ensure timely implementation of related pay adjustments.

· Ensure Workday accurately reflects key compensation design parameters, including Staff pay ranges, hourly rates, and Faculty salary floors or thresholds.

· Provide functional direction to HR colleagues to ensure correct application of compensation provisions and employee entitlements throughout the employment life cycle.

· Support understanding of existing compensation programs and arrangements among employees and stakeholders through diverse communication channels, including both active (e.g., information sessions, committee meetings, presentations) and passive (e.g., website content, emails, bulletins) methods.

Other duties as required

· Participates in HR cross functional review of processes and procedures to provide compensation impacts, ensuring effective, efficient, and compliant processes and practices are developed and maintained with a continuous improvement lens

Required Qualifications

Education

· Post-Secondary Degree/Diploma in Human Resources, Business, or similar field required. Consideration will be given to candidates with equivalent education and experience who possess advanced computing skills.

· Certified Compensation Professional (CCP) designation or working towards a designation is preferred

· Certified Human Resources Leader (CHRL) designation is an asset

Experience

· 3-5 years of progressive experience in a Human Resources role, with exposure to compensation and job architecture

· 2+ years of compensation (structures, job evaluation, salary administration) and job architecture (position classification, position management, and maintenance of attributes) experience required for working level

Knowledge/Skills/Abilities

· Solid understanding of compensation principles and practices, including pay structure design and modelling

· Working knowledge of the Pay Equity Act and related legislation

· Strong knowledge of University Policies, Procedures, and Guidelines, particularly those related to compensation practices, job evaluation methods, and salary administration

· Excellent oral and written communication and interpersonal skills, including confident presentations

· Project management skills and experience initiating, planning, executing, and closing projects collaboratively

· Strong customer service focus with an ability to deliver services on a timely and thorough basis

· Ability to multi-task and prioritize work through excellent planning and organization skills; accuracy and attention to detail in work, proven analytical, problem-solving, and critical thinking skills

· Familiarity with compensation software and systems; experience with Workday and advanced skills in Microsoft Office suite (Word, Excel, PowerPoint, Teams, Outlook) with demonstrated experience with relational databases

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.