Summary
Overview
Work History
Education
Skills
Certification
Accomplishments
Languages
Timeline
Generic

Kavitha Shanmugarajah

Surrey,Canada

Summary

Going the extra mile in delivering exceptional human resources and administration services each and every single time.

An analytical thinker with keen attention to detail, she seeks new relationships while expanding existing ones and uses a systematic approach to planning and coming up with personalized solutions. An Administrative professional with solid foundation in managing office functions and streamlining administrative processes. Known for fostering collaboration and achieving project goals effectively. Dependable and adaptable, with focus on problem-solving and workflow optimization.

Organized simultaneous office functions and direct administrative personnel to meet needs of clinical professionals. Performance-oriented and driven with in-depth understanding of budgets, payroll and office organization needs. Skillfully coordinate resources and administrative support to keep operations smooth and boost team productivity.

Overview

19
19
years of professional experience
1
1
Certification

Work History

Administrative Supervisor

BC Children's Hospital
07.2023 - Current
  • Provide daily supervision and functional guidance to delegated staff using effective management techniques (e.g., monitoring performance, coaching, and skill development) to support the achievement of required outcomes and ensure adherence to accreditation, regulatory, and safety standards. Investigate work and staff issues, conducts first-level performance management, escalating complex discipline issues as may be required.
  • Act as a resource across Programs by providing functional guidance regarding staffing, policies and procedures, business processes, and system navigation.
  • Manage the recruitment and selection process for designated staff vacancies, including initiation of posting, screening of applications, scheduling/conducting interviews involving clinical representatives as required, and completing reference checks. Negotiate start date with incumbent’s immediate supervisor and arranges orientation of incumbent in designated area.
  • Complete and sign Human Resources documentation to affect the change(s).
  • Responsible for probationary and annual performance review process for designated staff by soliciting/compiling feedback, and reviewing it with the employee. Appropriate and timely follow-up is conducted.
  • Ensure that rotations for delegated areas are correct and appropriately coded. Authorize and schedules relief staff as required to maintain staffing levels and minimize disruption.
  • Participate in LEAN, business process re-design and other quality initiatives for the designated programs and facilitates implementation of approved modifications to ensure optimal use of organizational resources and safe delivery of patient care.
  • Assist in the compilation of annual and ad hoc capital budget requests. Order any minor equipment as directed.
  • Complete and submit e-forms related to postings, new hires, transfers, leaves and resignations.
  • Streamline administrative processes by implementing new organizational systems, increasing efficiency and productivity.
  • Oversee office inventory activities by ordering and requisitions and stocking and shipment receiving.
  • Handling and supporting CST and Spine OR Process Projects - Ensure timely completion of projects by creating detailed timelines and assigning tasks to appropriate team members based on skill sets and availability.
  • Developing policies and procedures for office operations, resulting in consistent practices across Neuroscience and Orthopedic teams.

Program Support Coordinator

BC Emergency Health Services
10.2022 - 06.2023
  • Maintaining student contact and NEO course schedule lists, Sending Welcome packages to new employees, Preparing paperwork & binder for New Employee Orientation, Updating the Learning Hub (new classes, removing students, adding students, amendments, completing courses/sessions), Replying to correspondences, Hotel & flight booking for students & Instructors, Order catering, Update employee report cards, Responding professionally and timely to Student’s incoming phone calls and emails, Supporting to students & instructors on troubleshooting, technical issues, and IDIR Login issues, and escalating to the helpdesk and Talent Acquisition team to determine solutions and alternatives; process students & instructors payrolls, Assisting for expense claims for the meals, mileage, etc., Reconciliation of the MasterCard, reviewing incoming invoices, and confirming all is accurate before sending to AP for payment, Sending secondments for NEO instructors
  • Managed high-volume caseloads, ensuring timely completion of tasks and effective communication with Paramedics.
  • Worked with other departmental staff to answer questions and resolve problems.
  • Optimized organizational systems for payment collections, AP/AR, deposits, and recordkeeping.

Manager - Human Resources & Administration

Studio One Zero One (Pvt) Ltd
09.2018 - 04.2021
  • Managed company staff, including coordinating, supporting the recruitment process, and preparing job descriptions, Onboarding newcomers to the company; Determined suitable salaries, remuneration, and benefits on par with the market rate, Responsible for the company’s entire employee payroll, Scheduled to run the employee payrolls through Arrow HR & Payroll Management System (AHRPM), Maintained accurate existing & new employee records through HRIS, Responded professionally and timely to customer queries via phone calls and/or emails. Communicate directly with clients via phone, email, and/or remote diagnostic tools to resolve these issues, Developed adequate induction and training, Supported employees for professional development and managed succession planning of staff, Assisted with the performance management and review process, Employee Grievance Handling, Supervised day-to-day operations of the company administration, Developed, reviewed, and improved administrative systems, policies, and procedures, Researched health and safety practices and recommended changes

Senior Executive - Group HR & Administration

Esquel Sri Lanka
12.2015 - 09.2018
  • Managed whole Training & Development Function (Assisted organize training programs, prepared training materials, distributed and filed training-related documents & feedback forms, Assisted in updating online training materials, Coordinated training venues, refreshments, and transport arrangements for participants, etc.), Constantly enhanced the knowledge and skill on new employee training, available in-house training, and legislative changes, Provided suggestions on the New Employee Orientation day-to-day issues, processes, and procedures to improve the efficiency of the company orientation process & curriculum, Supported the recruitment function, Updated the HR manual, Supported the organizing company events, Managed internship program, Prepared employment letters, Supported employee engagement by maintaining monthly HR newsletters, Procurement Management - Ordered office supplies and maintained inventory, Processed the payment to the vendors, Supported to prepare and distribute of invoices, Calendar/Meeting management, and performed all other duties required for the smooth and efficient running of the office

Secretary/ HR Advisor to MBCIA Division

Sri Lanka Telecom PLC
11.2010 - 12.2015
  • Collaborated with department managers to assess workforce needs, creating strategic plans for staffing adjustments as necessary.
  • Updated and maintained HR information system data, was a Project Manager for CSI, was a Member of the Company’s Culture Change Project, Identified the training needs & arranged training programs
  • Coordinated employee recognition programs to boost morale, acknowledge accomplishments, and increase overall job satisfaction.
  • Enhanced employee satisfaction by implementing targeted training programs and professional development opportunities.
  • Developed and implemented onboarding and orientation programs for new employees.
  • Improved office efficiency by effectively managing internal communications and correspondence.
  • Composed letters as instructed, Correspondence, Answered the phones, responded to telephone inquiries, Maintained HD’s calendar, Scheduled appointments, and meetings, Prepared weekly reports and presentations, Updated all attendance, leaves, and training requirements, and maintained training index & performance appraisal data, staff databases up-to-date, Prepared research-related documents, analyzed data, prepared presentation and supported for the conduct of research, Handled Customer Complaints

Customer Care Executive

Government Information Centre, Timex BPO (Pvt) Ltd
03.2006 - 04.2007
  • Updated all the government’s Information on Ministries, Departments, Secretarial offices, Corporations, Boards, Councils, Embassies, Institutions, Schools, and Banks to the company database; answered telephone calls (Hotline: 1919) from the public, provided the requested information, Handled Customer Complaints

Education

Master of Business Administration - Human Resources

University Canada West
01.2022

Master of Labour Relation & Human Resources Management - undefined

University of Colombo
01.2014

National Diploma in Counselling - undefined

Sri Lanka Foundation Institute (SLFI)
01.2014

Postgraduate Diploma of Labour Relation & Human Resources Management - undefined

University of Colombo
01.2012

Advanced National Diploma in Human Resource Management - undefined

National Institute of Business Management (NIBM)
01.2011

Skills

  • Prioritization and Problem-Solving
  • Communication (Written and Verbal)
  • Teamwork and Delegation
  • Organization and Planning
  • Research and Analysis
  • Attention to Detail
  • Customer Service
  • Time Management
  • Phone Etiquette
  • Calendar Management
  • Database Management
  • Working under Pressure
  • Motivation
  • Leadership Microsoft Office
  • Flexibility and Efficiency
  • Database administration
  • Relationship building
  • Human resources
  • Organizational leadership
  • Office management
  • Operations management
  • Document management
  • Policy and procedure modification
  • Meeting coordination
  • Staff training
  • Project management
  • Staff development and training
  • Decision-making

Certification

  • Pending CPHR (Canada – 2023)
  • Certified Learning & Development Professional (Aon Hewitt Learning Centre, India - Apr 2016)
  • Certificate in HRM (Sri Lanka – 2009)
  • Certificate of Learning for Success (Canada – 2021 & 2022)

Accomplishments

  • Successfully completed CST Project for Neurology, Neurosurgery, and Orthopedic departments in BC Children's Hospital.
  • Maintained a 95% satisfaction rating from 2006 - 2007 as a customer care executive at Timex BPO (Pvt) Ltd.
  • Coordinated and arranged company events at the best yet economical locations, saving overhead expenses by $500 per event at Esquel Sri Lanka from 2016 to 2017
  • Introduced a user-friendly filing system, which reduced file retrieval time by 30%.
  • Created a company culture change initiative via a change project that raised employee satisfaction rates by 90% and successfully uploaded all the change initiatives to the web portal before the project deadline at Sri Lanka Telecom PLC.
  • Organized the company’s Annual Get-together, including employee transport for more than 300 employees at Esquel Sri Lanka from 2016 & 2017.

Languages

English
Full Professional
Tamil
Professional Working
Hindi
Elementary

Timeline

Administrative Supervisor

BC Children's Hospital
07.2023 - Current

Program Support Coordinator

BC Emergency Health Services
10.2022 - 06.2023

Manager - Human Resources & Administration

Studio One Zero One (Pvt) Ltd
09.2018 - 04.2021

Senior Executive - Group HR & Administration

Esquel Sri Lanka
12.2015 - 09.2018

Secretary/ HR Advisor to MBCIA Division

Sri Lanka Telecom PLC
11.2010 - 12.2015

Customer Care Executive

Government Information Centre, Timex BPO (Pvt) Ltd
03.2006 - 04.2007

Master of Labour Relation & Human Resources Management - undefined

University of Colombo

National Diploma in Counselling - undefined

Sri Lanka Foundation Institute (SLFI)

Postgraduate Diploma of Labour Relation & Human Resources Management - undefined

University of Colombo

Advanced National Diploma in Human Resource Management - undefined

National Institute of Business Management (NIBM)

Master of Business Administration - Human Resources

University Canada West

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Kavitha Shanmugarajah