Human Resources Coordinator
JOB TITLE: Human Resources Coordinator
DEPARTMENT: Human Resources
REPORTS TO: Human Resources Generalist (HRG)
Summary: The HRC is responsible for administrative and technical support to the HR Department and all front desk operations. As the first point of contact, the HRC provides assistance with and facilitates all human resource functions and processes. HR Coordinator must be friendly and handle sensitive situations with utmost diplomacy.
Essential Duties & Responsibilities:
Performs administrative activities for the HR Department by assisting in the coordination and facilitation of various Human Resource programs and procedures for the University community.
- Ensures timely and accurate handling of day-to-day front desk operations in conjunction with HRG.
- Assists and greets all internal and external visitors to the HR Department, responds to inquiries, and requests in a pleasant friendly and timely manner. Researches correct responses by communicating with functional HR lead.
- Supports recruitment process by posting positions for faculty and staff on internal and external websites and campus job board while ensuring accuracy and that they are current. Requests and reviews reference checks; works with hiring managers by disseminating resumes in a timely fashion; responds to applicants regarding the status of their candidacy.
- Assists with Talent Management by receiving and managing the accuracy, timely approval and implementation of all Talent Management forms. Logs all forms received and completes check-off of workflow via the Talent Management forms spreadsheet. Communicates with Supervisor regarding incomplete forms and ensures all applicable documentation is received, i.e. job description, job content questionnaire, references, resumes, etc. Ensures review by HRG and approval by Associate Vice President Human Resources (AVP HR) and other management as required.
- Creates, organizes, and accurately maintains faculty and staff hardcopy and digital employment and private files in accordance with the University’s Document Retention Policy. Ensures documents are filed in appropriate locations, such as I-9 forms, benefit information, payroll information, etc. Also, makes sure that terminated faculty and staff files are separated from active files in a timely manner, and these files are made ready for archives as required.
- Supports the on-boarding process by communicating with the new hire about their required HR documentation ensuring all documents are sent to the new hire and are completed accurately and signed. This includes background checks, Act 153 compliance as applicable, FBI fingerprinting. Follows-up with manager and employee around same.
- Ensures required new hire training is completed
- Coordinates all faculty contracts, preliminary contract form/letters. Reviews for required HR documents and communicates with faculty regarding same in a timely manner. Scans and files as appropriate.
- Inspects and verifies that all Federal, State and Local required employment law postings are accurate and up-to-date in applicable University buildings. For example, EEO, OSHA, Workers Compensation, etc.
- Assists with Payroll and Time and Attendance system as needed, specifically as it relates to audits, verification of payroll, and reviewing of payroll preview for accuracy.
- Completes all edits (layout, forms, and updates/changes) to the HR pages of the UArts portal as requested by the HR team in a timely manner, as well as the UArts website, HR page. Coordinates with Information Technology as needed.
- Scans and accurately links confidential HR documents into OnBase document management system.
- Assists with special projects such as researching and providing information related to company policies, compliance and other Human Resources programs as assigned.
- Ensures that the annual harassment training program is initiated and assists HRG with management of same.
- Manages and orders office supplies for the department while staying within budget.
- When applicable, oversees work study student, work schedule, and filing of HR documents in faculty and staff employment files in a compliant manner.
- Benefits Administration:
- Enters all new hires (as applicable) in PlanSource benefit platform
- Tracks tuition requests and provides verification of required eligibility requirements before sending to Benefits Manager
- Updates Open Enrollment materials as needed
- Schedules exit interviews and completes benefit letters based on employee current elections.
The above statements are intended to describe the general nature and level of work performed by the incumbent; they do not purport to describe all functions. Incumbent may be assigned other duties, and the essential functions may change from time to time as necessary.
- Bachelor’s Degree in Human Resources required
- One (1) year in a business office environment required
- At least twelve (12) months experience in HR required (internships accepted experience)
Competencies, Knowledge, Skills & Abilities:
- Must have excellent technology skills, including MS Office Suite, Google platform
- Must have working knowledge of Adobe Acrobat DC
- Ability to multi-task, handle multiple priorities and change according to need
- Must display emotional intelligence
- Ability to handle difficult and sensitive situations/information with utmost diplomacy
- Ability to ensure confidentiality
- Must possess excellent oral and written communication skills
- Must be credible and display ethical conduct
- Must be customer/client centric
- Must be a self-starter and have the ability to work creatively
- Ability to time manage
- Ability to work with all levels of management
Physical Demands: The physical demands described here are representative of those that must be met by a staff member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the staff member is frequently required to sit, stand and walk; continuously required to use fingers to type; occasionally required to reach with hands and arms and continuously required to talk and hear. Specific vision abilities required by this job include close vision. Lift up to 10 pounds.
Work Environment: The work environment characteristics described here are representative of those a staff member encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the staff member will be exposed to a moderate noise level in the office environment.
About The University:
University of the Arts’ mission is simple: to advance human creativity. Established in 1876, UArts believes creativity is the most essential skill for success in today’s society and has educated generations of groundbreaking artists, performers, designers and creative leaders for more than 141 years. After being granted university status in 1987, University of the Arts became the largest institution of its kind in the nation, offering programs in design, fine arts, media arts, crafts, music, dance, theater and writing. It now features 30 undergraduate arts majors, 15 graduate programs and the nation’s first PhD program in Creativity. UArts is also home to innovative centers across disciplines, including the Center for Immersive Media, Lightbox Film Center, Philadelphia Art Alliance and Rosenwald-Wolf Gallery. Learn more about UArts.
TO APPLY: Interested, qualified applicants should submit letters of application and resumes to the Human Resources Department via email to firstname.lastname@example.org. Please ensure job title is in the Subject line.
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THE UNIVERSITY OF THE ARTS IS AN EQUAL OPPORTUNITY EMPLOYER
Title IX Statement: The University of the Arts prohibits discrimination on the basis of sex in its programs and activities, including admission and employment, in accordance with Title IX of the Education Amendments of 1972. The Title IX Coordinator and Diversity Administrator is responsible for overseeing compliance with Title IX and other civil rights laws and regulations. To contact the Title IX Coordinator, e-mail email@example.com,, or visit The University of the Arts, 320 S. Broad St., Philadelphia, Pa. 19102, Room 260, or call 215-717-6366. To learn more about the University's Title IX policy and response to sex discrimination, including sexual harassment and sexual violence, please visit www.uarts.edu/titleix. Inquiries may also be directed to the Federal agency responsible for enforcing Title IX, the U.S. Department of Education Office for Civil Rights