Human Resources Coordinator

DEPARTMENT: Human Resources

POSITION STATUS: Full-Time (12-month)

POSITION REPORTS TO: Manager of HR Operations

LOCATION: Fort Wayne

JOB SUMMARY: Under the direction of the Manager of HR Operations, the HR Coordinator will administer functions of Human Resources (HR). The HR Coordinator will serve as the primary lead/coordinator on one or more of the major responsibilities/essential functions listed below; the lead/coordinator responsibilities will be determined by the Director of HR. While serving as the primary lead, the HR Coordinator will provide back-up and assistance to the other HR Coordinators, HR Assistant, Manager of HR Operations, and Director of HR as needed.

Major Responsibilities/Activities (ESSENTIAL FUNCTIONS):

Recruitment and Employment:

• Oversees recruitment and employment process, practices, and procedures.
• Staff/Seasonal/Temporary/Volunteers/Outsourced OR Faculty/Adjunct positions.
• Works closely with hiring manager or search committee chair to coordinate advertisements; advises hiring managers and search committees in best practices for recruiting and employment; monitors Search Committee inbox; respond in a timely manner.
• Interviews/meets with external vendors, candidates, search committees and hiring managers. 
• Directs the efforts of employment agencies/search firms.
• In coordination with respective departments/colleges, provides guidance in coordinating candidate travel and processes travel expense reimbursements. 
• Oversees the completion of reference checks and offers of employment.
• Completes all required onboarding/employment steps, such as, but not limited to, background checks, employment paperwork, initial employment/benefits meeting, USF systems set up, offer letter/contract, etc. Processes faculty contracts, adjunct contracts, and letters of employment for staff positions
• Processes Position Change forms: update information as needed and complete necessary steps, such as, but not limited to, issuing a new contract or employment letter, conducting a benefits meeting, etc.
• Coordinates online search committee training and verifies completion on an annual basis.
• Coordinates and presents during New Employee Orientation (NEO)
• Completes and submits unemployment claims received and ensures submitted information and results of claims are documented.
• Tracks recruitment-related budget line items; works closely with Manager and Director to ensure staying within allotted amount and appropriate resources are available to recruit.  
• Troubleshoots technology and other related issues with employment applications and/or data management.  

Offboarding:

• Administers offboarding procedures for exiting employees making sure benefit summary letters and exit survey is provided a minimum of a week from last date of employment and vendors are notified of employee’s termination of active plans/programs.  
• Staff/Seasonal/Temporary/Volunteers/Outsourced/Work Study-Student Employment OR Faculty/Adjunct positions.
• Ensures offboarding is up to date for running reports.

Work Study/Student Employment:

• Works closely with the Academic Career Development Center (ACDC) in overseeing the operations of the Student Work Study Program
• Develops, maintains, and ensure compliance of procedures and regulations with all tracking, documentation, communication, education, and confidentiality of Student Work Study Program
• Oversees the coordination of the Work Study Program in conjunction with the ACDC, Business Office and Financial Aid to include establishing and communicating budget allocations to departments, enrolling students, job placement, working with community services organizations to place and evaluate students.
• Manages the communication of information regarding the Work Study program and ensures students are receiving the information by using Handshake and other communication vehicles.
• Reviews and approves timecards for the students participating in the Community Service programs through Work Study and students on campus in absence of supervisor, as needed.
• Keeps HR Team updated on Work Study program, updates, and provides training as needed.

Compensation/Classification:

• In collaboration with the Manager of HR Operations and the Director of Human Resources ensures that the university’s compensation and classification align with USF’s goals, Total Compensation Philosophy, and complies with Federal and State regulations/laws.

General HR Coordinator Functions:

• Serves as Title IX Investigator and/or other functions of Title IX; completes Title IX training as needed.
• Conducts investigations of employee complaints or concerns as needed and instructed by Director; meets with USF employees, take notes, document/saves information and notifies Director; advises managers and supervisors of the progressive discipline process/policy.
• Handles inquiries from applicants, employees, and supervisors, referring complex and/or sensitive matters to the Director.
• Performs routine tasks required to administer and execute human resource programs including but not limited to benefits, employee relations and investigations; performance and talent management; annual increase management, compensation reviews, work study, employee events, etc.
• Works closely with HR Coordinators, assisting with day-to-day operations, such as, but not limited processing of forms within the HR queue, issuing of faculty contracts and staff letters of employment, and provides back-up for other members of the HR team, as needed.
• Assist with the enrollment of various employee benefit programs for all employees, such as but not limited to, the healthcare option through Remodel Health, FSA, HSA, dental plan, vision plan, life insurance, tuition program, retirement plan, short- and long-term disability, etc.
• Monitors and assists with emails submitted to HR through hr@sf.edu; informs HR Team when responding to or have already responded to email inquiry.
• Assists with updates to the internal HR section of My Cougar Connection (MCC) and the public Human Resources site (hr.sf.edu) ensuring current information is listed to provide USF employees and potential candidates a good resource for information.
• Assists with performance evaluation process including 45-day, 90-day, and Annual evaluations.
• Updates employee information in USF technology systems needed.
• Maintains compliance with federal, state, and local employment laws and regulations, and recommended best practices; reviews policies and practices to maintain compliance.
• Maintains knowledge of trends, best practices, regulatory changes, and new technologies in human resources, talent management, and employment law
• Performs other duties as needed and/or directed by the Manager of HR Operations and/or Director.

USF WAY:

University of Saint Francis (USF) employees demonstrate a commitment to the University’s mission and support of its Catholic and Franciscan traditions. Employees provide the intellect, empathy, and ability to serve our students and community. The USF Way of serving is a source of pride for many employees. To provide a consistently high level of quality experience across our university, we provide the following service expectations for all employees. These standards have been tailored by position and responsibilities and are incorporated into performance evaluations.

Standard #1: Provide opportunities for deeper conversations, prayer and reflection.

Standard #2: Utilize best practices in communication and service.

• Apply care to your words and deeds to ensure respect for others.
• Commit to follow through without exception and with quality.
• Offer additional assistance after serving as in, “How else may I assist you?”
• Respond promptly, whether in person, via phone, or email.

Standard #3: Recognize and celebrate milestones and achievements.

Standard #4: Use resources wisely and support green initiatives.

Education

• Minimum of a Bachelor’s degree in Business, Human Resource Management, OLS or related field, or actively pursuing bachelor’s degree and have obtained degree within one (1) year from date of employment. 

Experience

• A minimum of one (1) year experience in Human Resources required.
• Higher Education experience a plus.

Knowledge and Skills

• Demonstrates knowledge of laws, regulations, policies, and procedures related to the recruitment and employment functions.
• Requires strong analytical skills to effectively make decisions based on knowledge of a situation and identified factors.
• Requires a high level of interpersonal and communication skills to effectively interact with staff, employees, outside sources, vendors etc.
• Strong technical skills; including proficiency with Microsoft Office and above average database knowledge.
• Excellent organizational skills and attention to detail. 
• Excellent time management skills with a proven ability to meet deadlines. 

Licenses or certifications

• Society of Human Resources Management (SHRM) certification is a plus.

Job Type: Full-time

Work Location: In person