Temporary Onboarding Specialist/HR Assistant

Company Description:

The Fashion Institute of Technology (FIT), part of the State University of New York and an internationally renowned college of art, design, business and technology with a strong emphasis on liberal arts, invites nominations and applications for a full-time temporary Onboarding Specialist/HR Assistant.

The Fashion Institute of Technology, a part of the State University of New York, has been a leader in career education in art, design, business, and technology for nearly 70 years. With a curriculum that provides a singular blend of hands-on, practical experience, classroom study, and a firm grounding in the liberal arts, FIT offers a wide range of outstanding programs that are relevant to today's rapidly changing industries. Internationally renowned, FIT draws on its New York City location to provide a vibrant, creative community in which to learn. The college offers more than 45 majors and grants AAS, BFA, BS, MA, MFA, and MPS degrees, preparing students for professional success and leadership in the global marketplace.

With close ties to industry, FIT draws faculty from the city's art, business, and design elite, and from the rich academic community of the region. The college continually seeks creative faculty members who are passionate about their field and demonstrate exceptional professional capability in the core competencies of instruction design, learning enrichment, globalism, and use of technology, as well as mastery of established and emerging industry practices.

Job Description:

The Human Resources Assistant will provide a broad range of administrative support to the business operations of the Office of Human Resources. Reporting to the People Operations Manager, the incumbent will serve as the primary point of contact for new employees completing the onboarding process and general office support to the department. This position provides an excellent opportunity for service-oriented professionals that are passionate about the onboarding experience and technology based processes.

Essential Functions:

Onboarding

• Manage Applicant Tracking System (ATS) for non-college work-study, adjunct faculty, non-credit instructors, part-time staff and contingent workers.
• Ensure accurate data entry including entering new employees into the HR database, BANNER.
• Complete the new onboarding process efficiently to ensure employees have timely access to FIT services and a positive onboarding experience.
• Verify in-person submission of I-9 documents to determine eligibility of employment and reciprocal I-9 processing.
• Maintain, and follow-up on completion of new employees' files, i.e., applications, confidential data forms and adjunct faculty background checks.

File Management

• Monitor and maintain various HR records including but not limited to, employee evaluations, personnel release forms, appointment letters, faculty hiring packets and confidential department files.
• Verify release forms and complete personnel file review requests.

Calendar Management

• Manage calendars for Doodle Meet, PTO Requests, Lactation and HR Conference Rooms.

Administrative and Office Support 

• Greet and direct visitors, handle incoming phone calls from the general public, faculty and staff; relay messages to the appropriate HR representative.
• Answers frequently asked questions relative to standard policies, benefits, hiring processes, etc.; refers more complex questions to appropriate senior-level HR staff or management.
• Monitor HR Solution Center for inquiries pertaining to new hire onboarding or as assigned.
• Assist the People Operations Manager and HR Director with special projects and initiatives as needed. 
• Sort and distribute internal and external mail.

The preceding description is not designed to be a complete list of all duties and responsibilities required of the position; other duties may be assigned consistent with the classification of the position.

Requirements:

Minimum Qualifications:

• Associate's degree required. 
• Two (2) to four (4) years of business operations experience, including at least 6 months in a Human Resources Department.
• Previous experience working with applicant tracking systems (ATS) and human resource information systems (HRIS).

Preferred Qualifications:

• Bachelor's degree in human resource management, business administration, public administration or related field.
• 6-12 months of onboarding experience preferred.
• Knowledge of Ellucian Banner ERP, Human Resources Information System
• Knowledge of USCIS eligibility of employment and HR compliance.
• Previous experience working in a unionized environment.

Knowledge, Skills and Abilities:

• Strong written and communication skills with acute attention to detail.
• Outstanding customer service and passion for delivering service excellence.
• Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism and diplomacy.
• Excellent organizational and time management skills, including the ability to to prioritize and manage multiple tasks in a fast-paced environment.
• Ability to work with a diverse constituency and interface with employees at all levels.
• Ability to recognize errors, make recommendations for improvements and refer complex matters to management.
• Ability to  follow through on directives and improve performance through constructive feedback.
• Proficiency with human resources information systems (HRIS), and similar software applications.
• Strong computer skills including expertise in Microsoft Office and Google applications.
• Working knowledge of office equipment; computers, printers and fax machines.

MENTAL REQUIREMENTS

Read Comprehend- Frequent; Perform Calculations- Frequent; Communicate Orally- Frequent; Reason & Analyze- Frequent; Write- Frequent

WORKING ENVIRONMENT

The position is on campus, primarily in an office environment.

PHYSICAL REQUIREMENTS

Sit- Frequent; Stand-Occasional; Bend- Occasional; Walk- Occasional; Climb- Occasional; Pull- Occasional; Push- Occasional; Lift<10- Occasional; Lift 10-20- Frequent; Lift over 50- N/A; Reach- Occasional

Additional Information:

Days/Hours: Monday- Thursday 8:30 am- 5:15 pm, in person; work schedule subject to change based on needs of the department.

Hiring Salary (Prorated): $56,720- $58,772 per year

Review of applications will begin immediately until the position is filled.

This posting is for one (1) temporary position that is expected to last through June 30, 2023 depending on date of hire; possibility of conversion to permanent employment on May 13, 2023.

Successful completion of a background check is required for appointment to this position once an offer has been made.

Application Instructions:

In order to be considered for the position, you must submit the following documents online:

• Resume
• Cover letter
• Unofficial transcript 
• A list of three references with telephone numbers and email addresses

Returning Applicants- Login to your FITNYC Careers Account to check your completed application.

Please note that due to the high volume of applications we receive, we are unable to contact each applicant individually regarding his or her application status.

For more information about FIT, please visit FIT's website at: http://www.fitnyc.edu.

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov.

EEO/ Affirmative Action Statement

FIT is firmly committed to creating an environment that will attract and retain people of diverse racial and cultural backgrounds. By providing a learning and working environment that encourages, utilizes, respects, and appreciates the full expression of every individual's ability, the FIT community fosters its mission and grows because of its rich, pluralistic experience. FIT is committed to prohibiting discrimination, whether based on race, color, national origin, sex, gender, gender identity, religion, ethnic background, age, disability, marital status, sexual orientation, military service status, genetic information, pregnancy, familial status, citizenship status (except as required to comply with law), or any other criterion prohibited by applicable federal, state, or local laws. FIT is committed to providing equal opportunity in employment, including the opportunity for upward mobility for all qualified individuals.  Applications from minorities, women, veterans, and persons with disabilities are encouraged.  Inquiries regarding FIT's non-discrimination policies may be directed to the Affirmative Action Officer/Title IX Coordinator, 212.217.3360, titleix@fitnyc.edu.

The Fashion Institute of Technology is an Equal Opportunity/Affirmative Action Employer and is strongly and actively committed to diversity within the community.

Apply Online