POSITION OBJECTIVE
Working under general direction, the Human Resource Coordinator will provide administrative support within assigned departments for staff, faculty, and students using discretion and confidentiality. Support the day-to-day operations of assigned department’s human capital management, including, but not limited to, managing departmental email in-boxes for personnel reviews and compensation requests, and performing other administrative and clerical functions to assist office staff and to support departmental staffing objectives. Assignments may be long-term and require the individual to rely on own resources in task accomplishment.
ESSENTIAL FUNCTIONS
Manage the employment requisition process for the School of Medicine working on behalf of assigned department(s) Review and approve new staff requisitions within HCM; assure the requisition is complete and accurate; review job descriptions and advise departments to edit job descriptions as necessary to enhance recruitment effectiveness. (15%) Manage human resources activities within assigned departments for staff, faculty, and students using discretion and confidentiality. Advise supervisors on pay issues, affirmative action requirements, job classification issues, performance appraisals, employee relations and employee training and development circumstances. Assist with onboarding for all new staff and faculty. (10%) Manage the annual review process for staff including the use of an electronic review tracking system to ensure reviews are completed in a timely and consistent manner that aligns with the university staff review policies and practices. (10%) Approve time for nonexempt and exempt employees, students and temporary employees ensuring correct speedtypes are charged for time and effort as needed. Work with faculty and/or lab managers to assure all time sheets are completed and approved by monthly deadlines. Work with grant managers to complete salary distributions and adjustments as necessary. (10%) Manage the senior/research associate and research scientist job family appointment process by providing overall life cycle management. working closely with grant managers, complete appointment and payroll forms for appointed staff including senior/research associate, scientists and postdoctoral and research scholars and fellows. Complete payroll data forms for faculty. (10%) Advise managers on compensation actions for employees, review proposed salary actions to ensure compliance with established Case guidelines and policies and federal and state regulations. Manage compensation requests related to staff including additional pay and promotions. Ensure all paperwork for employment, terminations, reorganizations, and leaves of absence are processed correctly and in a timely manner. (10%) Working with the Office of Immigration and Human Resource Services, manage all visa-related matters. (10%) Complete effort certifications for faculty and staff biannually. (7.5%) Work with departments to request new temporary positions with Kelly Services. Manage onboarding processes for Kelly Services and ensure appropriate access and time management. (7.5 %)
NONESSENTIAL FUNCTIONS
Maintain liaisons with appropriate school and central human resources staff to proactively respond to human resources problems, issues, and special requests. Collaborate with others in the university relative to office objectives and assigned tasks/projects. (5%) Perform other duties as assigned. (1%) Attend required meetings and trainings per department expectations. (1%) Maintain up-to-date awareness and understanding school and university policies and procedures as they relate to HR and ensure compliance by staff. Communicate policies and procedures to appropriate staff and manage HR-actions accordingly. (1%) Assist with departmental and department-sponsored meetings and events and departmental communications as requested. (1%) Cross train with other team members for coverage during absences. (1%)
CONTACTS
Department: Daily contact with departmental staff in the ARO, including Grants Management Team and peer HR administrators.
University: Regular contact with Departmental faculty, staff, students to deliver and retrieve documents; Regular contact with SOM Human Resources for follow-up on submitted request forms; Occasional contact with the SOM office of Finance and Planning.
External: Occasional contact with affiliate hospital employees for position funding assurance. Occasional contact with external candidates on behalf of departments.
Students: Contact with students in the ARO and at the departmental level for staffing purposes.
SUPERVISORY RESPONSIBILITY
This position has no direct supervision of staff employees. May direct the work of students or temporary employees.
QUALIFICATIONS
Education/Experience: High school education and 3 years of related administrative experience required; OR Bachelor’s and 0 years of experience. Experience working in an academic institution preferred.
REQUIRED SKILLS
Strong interpersonal skills; ability to work and communicate with various individuals from a broad spectrum of disciplines, technical and educational backgrounds within the department, School and University, and with individuals outside the university. Professional and effective oral and written communication skills; strong writing and editing skills, must demonstrate the ability to effectively and accurately relay information. Strong organization skills; ability to multi-task, prioritize and meet deadlines; must demonstrate attention to detail and accuracy, time management skills, and proven ability to successfully follow-through on assigned projects; ability to manage multiple projects simultaneously. Ability to work effectively independently and collaboratively within a team; must be highly motivated, responsible, and dependable. Good typing and word processing skills; ability to operate office equipment, including copy, printer, and fax machines. Ability to work with sensitive information and maintain confidentiality. Must demonstrate flexibility and ability to work under pressure; must be able and willing to work in a fast-paced, changing environment, and conform to shifting priorities, demands and timeline. Ability to meet consistent attendance. Ability to interact with colleagues, supervisors, and customers face to face. Excellent computer skills including Microsoft office, Adobe PDF, and internet search. Good problem-solving skills; must demonstrate sound judgement and effective decision making; ability to identify alternative resolutions and strategies. Ability and willingness to actively learn.
WORKING CONDITIONS
General office environment. This position is eligible for the staff hybrid work program.
