Have You Met ... the Talent Acquisition, Immigration and Records team? | The Quad

Have You Met … the Talent Acquisition, Immigration and Records team?

Meet the Talent Acquisition, Immigration and Records team in Shared Services (University Services, Operations and Finance).

October 17, 2024

From left to right, back: Raveena Rakkar, Casey Lapka, Garry Liao, Allen Wolfe and Fiona Zhao. From left to right, front: Tiffani Lok, Molly Dutta, Estere Westmaas, Aizza Abria, Tatiana Soltykevych, Paighton Gara, Lajipe Sanwoolu and Charisse Chan. Not present: Amy Mijajlovic.

To highlight the work that U of A teams do and the impact they make, The Quad is introducing a team version of Have You Met.

This week, meet the Talent Acquisition, Immigration and Records (TAIR) team, a service team within the HR Services department in Shared Services. This team of 14, soon to be 15 as they grow capacity to roll out additional services, advises hiring managers in attracting the university's top-tier talent across different phases of recruitment. The TAIR team operates with a cohesive and integrated approach, ensuring tailored support for our clients across every phase of the recruitment cycle. Talent acquisition support coordinators, talent acquisition specialists, recruitment services associates and designated IRCC immigration consultants collaborate to support end-to-end coordination and provide a seamless experience for both clients and candidates.

In the coming weeks, the team will expand its existing services to provide enhanced recruitment services for additional support roles across the institution. These services were previously available to select pilot participants as part of the Recruitment Pilot which launched earlier this year.

Several improvements to standardized resources were implemented based on feedback received through the Recruitment Pilot to enhance both the hiring manager and candidate experience. One such example includes the addition of the enhanced services menu to elevate the full-cycle recruitment process - this feature reduces time and creates consistency while ensuring best practices are maintained during the hiring process.

If you're a hiring manager or in an administrative support role involved in the hiring process, consider registering for an information session in late October or early November to learn how these improvements can help your recruitment.

Question 1: What does your unit do, and what is one way your team contributes to the U of A community?

"The Talent Acquisition, Immigration and Records team in Shared Services is like the university's own superhero squad! We team up with hiring managers to bring in the brightest and most talented individuals to join the U of A family. Think of us as the university's expert talent wizards with a knack for spotting top-notch talent who then bring that talent into the U of A fold. It is nothing short of magical."

Allen Wolfe, recruitment services associate

"Our team is integral to the ongoing success of talent acquisition programs and strategy execution. We have a great responsibility to provide a best-in-class service to the university community while operating as strategic operations partners to ensure best practices and compliance are top of mind throughout the recruitment process.

Our team supports faculties and units based on their unique hiring needs. We use a customized approach that allows for varying degrees of service selection based on the departments' needs and the desired engagement level from our team. We work in partnership with HRHSE to operationalize and execute on the talent acquisition strategies and programs they develop. Together, we bring trusted recruitment expertise and diverse perspectives to the table to evolve what recruitment looks like at the U of A.

The most recent example is the Recruitment Pilot has been instrumental in demonstrating how a centralized model within Shared Services can add value. A community of practice group of faculties, departments, HRHSE and our team have continued to work together to enhance the overall end-to-end client experience working with full cycle recruitment expertise to guide them through the entire hiring process. Overall program feedback has been overwhelmingly positive and has supported our plan to expand services and increase access to these valuable services.

When we were approached to do a team feature, I was thrilled to have the opportunity to introduce our talented team of experts to the broader university community and announce some of the exciting future changes coming from our team within Shared Services."

Casey Lapka, manager, Talent Acquisition, Immigration and Records

"Our Recruitment team is all about making the process a breeze for the university. We help hiring managers discover top talent quickly and smoothly. We attract and retain top talent at the university, positively impacting the university by building a stronger, more vibrant U of A, one superstar at a time, like our current employees!"

Tiffani Lok, recruitment services associate

"The records team is responsible for the records management of central university employee files ensuring that the integrity and confidentiality of the employee record is maintained. We are responsible for the identification, indexing, storage, retrieval and destruction of institutional employee records under the HR Records Retention Schedule, policies, guidelines and procedures. I also support the upload of applications to the master recruitment folders as part of talent acquisition best practices and ease of candidate screening."

Amy Mijajlovic, records assistant

"The Immigration team provides consultative and advisory services to employees, faculties, departments, and units regarding recruitment and hiring practices in relation to immigration legislation for foreign nationals and all other non-student immigration-related matters. We are here to support and facilitate the entry of foreign visitors and employees while ensuring the university remains in compliance with immigration regulations. Where there is a foreign national involved, the immigration team is equipped to assist with all regulations and laws."

Lajipe Sanwoolu and Tatiana Soltykevych, immigration services

Question 2: What is one word you would use to describe your team?

"Innovative."

Casey Lapka

"Supportive."

Raveena Rakkar

"Organized."

Amy Mijajlovic

"Professional."

Garry Liao

"Passionate."

Fiona Zhao

"Visionary."

Tiffani Lok

"Motivated."

Paighton Gara

"Attentive."

Estere Westmaas

"Analytical."

Tatiana Soltykevych

"Reliable."

Lajipe Sanwoolu

Question 3: Who is impacted by your unit's work the most across campus, and how do you support them?

"Our team's work impacts the entire university community including the students and beyond. For example, our talent acquisition coordinators may provide the hiring manager with advice on how to strategically enhance the language in their posting and on advertising locations, which promote better exposure to the type of candidate they are needing to attract. Talent acquisition coordinators may have just helped with a posting that hires a new leader, our next great Nobel Prize Winner or cherished student advisor.

Our dedicated immigration consultants stay abreast of federal/provincial immigration legislation and may have supported a disciplinary expert through their immigration process. Our HR partners in HRHSE include our recruitment services associates in conversations with faculty leadership to support workforce planning discussions and to enable a more strategic and collaborative approach to recruitment planning.

As our team touches recruitment for the entire university in some capacity, you could say that we have a purpose to create a great experience for both external and internal stakeholders alike, and that drives my connection and pride for Leading with Purpose. I could not have been blessed with a more engaged or passionate team that demonstrates their commitment to this every day."

Casey Lapka

"Every member of our recruitment team has a deep understanding of talent acquisition, recruitment and, most importantly, service. We continue to focus on bridging that support gap felt by various hiring managers during the recruitment process by being the experts in our field and being a dedicated partner to hiring managers and teams. Thanks to those efforts, we've helped managers bring strong talent to their team, in a faster manner, with less headaches and confusion throughout the process."

Garry Liao, recruitment services associate

"We impact faculty, staff and students. We act as the gatekeepers of electronic documents and records, providing assistance and guidance to internal clients regarding routine records management inquiries."

Amy Mijajlovic

"While our talent acquisition team is responsible for ensuring every job opportunity makes its way to the careers page, we are so much more than just the people who post the jobs. We partner with department administrators, principal investigators and managers to free up time for them to focus on their important work; meanwhile, we do the heavy lifting on setting up advertising, screening candidates, supporting interviews and reference checks."

Estere Westmaas, talent acquisition specialist

Question 4: What is your favourite thing about your team?

"My favourite thing about our team is the energy and collaboration! Everyone is incredibly supportive, driven and genuinely passionate about what we do. We push each other to do our best, celebrate our wins together and tackle challenges head-on. It feels like we're all working toward a shared vision and that sense of unity makes everything so much more rewarding."

Tiffani Lok

"What I value most about our team is the rich diversity of backgrounds and cultures we bring together. This diversity fosters a safe and open environment where everyone feels empowered to express their opinions openly and freely. We trust one another deeply, knowing that we're all working towards the same goal: to provide streamlined and effective recruitment services for the entire university. This shared commitment not only strengthens our team but also ensures that we deliver the best possible service to our institution."

Fiona Zhao, recruitment services associate

"My favourite thing about our team is we are all very passionate about what we do, we're able to present new ideas and be creative to make things easier and better for everyone who is involved in the recruitment process. Our team is supportive of the business but also of one another. I know that if I need help or need coverage my team has my back and our clients will receive impeccable service."

Raveena Rakkar, recruitment services associate

"What I appreciate most about our Shared Services talent acquisition team is our dedication to continuous improvement and growth. We're always looking for ways to enhance our processes, and we invest in ongoing learning and development. Our dedication to establishing confidence and trust is demonstrated by the way we make connections, ask appropriate questions and ensure everything is done thoroughly and correctly from the start. What makes us unique is our genuinely inquisitive and supportive approach."

Aizza Abria, talent acquisition coordinator

Question 5: What is something other departments may not expect your unit to do?

"People are surprised when I tell them that our talent acquisition team can provide support for almost any job you can imagine at the university. We have supported the faculties and department's needs in hiring lecturers, researchers, landscape workers and every type of job in between. The kind of support we offer is as varied as the roles themselves. Where other than the university can an HR professional play a part in hiring a scientist, artist, educator and electrician all in one day?"

Estere Westmaas

"Something other departments may not expect our unit to do is our active role in fostering a positive candidate experience beyond just recruitment. While our primary function is to streamline hiring processes, we also focus on ensuring that every candidate, regardless of the outcome, feels valued and respected throughout their journey. We provide personalized support, clear communication and feedback to candidates, which not only enhances their experience but also strengthens the university's reputation as an employer of choice."

Fiona Zhao

"While most of us expect to fill roles, we also help align talent with the university's goals and values. Our roles go beyond just hiring - we help departments build their dream teams that will help drive innovation, inclusivity and growth for the future."

Tiffani Lok

"Our unit provides immigration and citizenship support not only to foreign nationals but also to Canadians and Permanent Residents. We offer assistance and advice on citizenship, family sponsorship, permanent residence renewal and more."

Lajipe Sanwoolu and Tatiana Soltykevych

Question 6: What does "Leading with Purpose" mean to your team, and how do you incorporate it into your daily activities?

"Leading with Purpose for our team means driving every task with a focus on excellence and impact. We incorporate it daily by ensuring every ticket is handled with precision, from quick responses to error-free job postings, or any other task requested. This approach ensures compliance and that needs are met efficiently. It's about prioritizing exceptional service and execution even with all of the complexities."

Paighton Gara, talent acquisition specialist

"The University of Alberta is a top-tier institution. We, as an organization, sit on the frontier of research, innovation, education, and community involvement. Our team matches that mission by bringing together our collective expertise in talent acquisition, records and immigration and pushing for our practices to that same forefront. Whether that means finding ways to fit equity, diversity and inclusion best practices into our process or making fresh optimizations and streamlining decisions to the benefit of candidates and hiring managers, we Lead with Purpose in our area to reflect the University of Alberta's status as one of the world's greatest universities."

Garry Liao

"It means guiding our recruitment efforts with a clear, meaningful objective that aligns with the university's mission and values. We ensure our strategies reflect the university's goals and seek candidates who are passionate about our core values. Transparent communication is key, as we set clear expectations and provide constructive feedback to both candidates and hiring managers. We also approach recruitment with empathy, supporting candidates through their journey and by making them feel valued. Lastly, we continuously review and improve our processes to ensure they contribute effectively to our team's and the organization's success."

Raveena Rakkar

"For our team, Leading with Purpose means directing our actions and decisions with a clear sense of mission and intention. It involves remaining focused on our goals and aligning our efforts with our core values and objectives. We integrate this principle into our daily activities by making sure our team understands the purpose behind our actions and decisions, and by taking responsibility for our outcomes and consistently striving to serve with empathy and dedication."

Aizza Abria

"Leading with Purpose for us means providing clear and concise information to our clients, making the immigration experience smoother for them. To incorporate this into our daily activities, we ensure regular communication among ourselves and with clients. We also foster open discussions about how our work aligns with our values and actively seek opportunities to make a positive impact at the university."

Lajipe Sanwoolu and Tatiana Soltykevych