HR Coordinator

BASIC FUNCTION:

The HR Coordinator acts as the first line of contact for the office and completes administrative duties that support several functional areas of HR. Working with other employees in HR, this position will assist to fulfill a variety of necessary HR tasks related to the entire employee life cycle, from recruitment to separation. This position will help organize, coordinate, and carry out HR projects and processes to ensure successful implementation and positive employee experiences.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Serve as the primary contact for walk-in visitors and the daily administrator of the HR Office mailbox and general phone line.
• Responsible for all general clerical duties of the office, including but not limited to filing, ordering office supplies, reconciling the HR Office credit card, photocopying/printing, and billing.
• Support the area of employment by performing various tasks related to background screenings, reference checks, applicant tracking system communications, new hire reporting, I-9 and E-Verify completion for all non-benefited employees, and onboarding system maintenance.
• Provide administrative support to ensure timely required training registration of new and/or transferred employees, as well as report out of completions.
• Responsible for tasks related to employee status changes and separations including notifications and changes to systems of record. Collaborate with the Employment Specialist to ensure supervisors and employees are provided with associated resources and effectively follow up on completion of required tasks.
• Create and manage records in Colleague for Sodexo employees and other individuals with non-employee status.
• Assist with the coordination of all HR events, including New Employee Orientation, Years of Service Awards, Staff Appreciation Social, Employee Benefits and Wellness Fair and on-site employee development workshops/meetings.
• Update and maintain quarterly staff organizational charts and employee directories for the University, by sending out latest version to selected stakeholders for updates and/or verification of recent changes.
• Maintain electronic employee files and employee personnel files with HR related data and share appropriate data with Payroll for employee payroll files.
• Responsible for monitoring new employee probationary periods. Send reminders to supervisors to complete evaluations in a timely manner and follow up as needed to ensure completion.
• Responsible for tracking receipt of various required employee documents, including performance reviews, conflict of interest disclosures and COVID vaccine records.
• Communicate benefit meeting scheduling details to newly hired employees and their supervisor. Follow-up with candidates on new hire onboarding packet completion.
• Responsible for processing monthly check requisitions for pre-employment background screening invoices.
• When needed, assist hiring supervisors with candidate profile management (justification for selection, disposition codes, folder selection and interview forms).
• Manage electronic and paper employee personnel record filing.
• On a quarterly basis, review documents posted on the HR campus site. Ensure links are active, provide recommendations for document changes to HR colleagues when necessary.

OTHER DUTIES AND RESPONSIBILITIES:

• Assist the Chief Human Resources Officer with tasks and duties, as needed.
• Assist in all special projects of the HR office.
• Occasional lifting and moving materials, up to 20 lbs in weight.

LICENSES, TOOLS AND EQUIPMENT:

N/A

ENVIRONMENTAL CONDITIONS:

The incumbent is not substantially exposed to adverse environmental conditions.


Requirements:

• Bachelor's degree in human resources or related field preferred; High school diploma or GED equivalent required
• 1+ years of relevant office administration experience required and 1+ years of experience in HR work preferred
• HR competence and knowledge of HR process and systems preferred
• Comfortable working in a highly visible role
• Highly organized and efficient; with attention to detail and accuracy
• Positive and personable demeanor; enjoy working with a diverse range of individuals and ensuring employee requirements and needs are met first
• Ability to remain calm with employees under stress
• Strong communication skills, both oral and written, with ability to respond to employees in a tactful and professional manner
• Ability to follow directions accurately and without hesitation
• Willing to take initiative and work independently when needed
• Understanding, empathetic and relatable
• Professional integrity with sense of responsibility and accountability
• An understanding that confidentiality is of the utmost importance
• Strong skills using Microsoft Office Suite

Additional Information:

Salve Regina University offers generous benefits to eligible employees including:

• health and dental coverage
• life insurance
• long-term disability
• 403B plan
• tuition benefits and more

Salve Regina University strives to provide equal opportunity in employment and education to all employees, students and applicants. No employee, student or applicant shall be discriminated against or harassed on the basis of race, color, national and ethnic origin, sex, sexual orientation, gender identity or expression, religion, disability, age, marital or parental status, military or veteran status, genetic information or any other basis protected by applicable federal or state law, in the administration of Salve Regina's employment policies, education policies, admission policies, scholarship and loan programs, athletic and other University administered programs. In accordance with Title IX, it does not discriminate on the basis of sex in any of its educational programs or activities. Salve Regina is also committed to making its programs and campus accessible to its visitors and compliant with all applicable non-discrimination laws.


Application Instructions:

Applicants must apply online for any open staff and faculty positions by providing a cover-letter and resume. Pre-employment background checks and reference checks are required of successful candidates. Salve Regina University participates in E-verify.

URL: www.salve.edu