HR Operations Specialist

If you have any questions about the position or our application process, reach out to us at recruiting-u@smith.edu.

Human Resources Job Description

HR Operations Specialist

Smith College has an opening for a seasoned HR Operations Specialist in the Human Resources department.

Do you want to be part of a team that values you? Join our dynamic team of skilled HR professionals who are part of a community dedicated to learning, teaching, discovery, and creativity.

This is a great opportunity for someone who enjoys and has proven experience:

• Providing timely, thoughtful and compassionate customer service
• Striking a balance between task management and project management
• Working with data (validating, cleaning, pivot tables, Vlookups)
• Policy interpretation and communication
• Partnering with employees and stakeholders across the campus to understand and improve the employee experience

Job Summary

Serve as primary resource for managing and processing all employment data in the college's enterprise system including ensuring that all information is accurate and up-to-date. Act as the liaison to the Provost's Office and School for Social Work for faculty employment matters. Lead coordinator with Payroll to ensure the smooth flow of information and processing between the HR office and Payroll office. Manage all time off functionality in Workday and assist the HCM leads on best practices, issues, and enhancements. As a member of the HR team, responsible for building and maintaining positive working relationships with team members, internal customers and external vendors.

Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Essential Functions

Employee Experience / HR Operations: (50%)

• Manage and triage all communications that come through HR inboxes and ticketing system and manage all communication tools for the HR department (YAMM, Workday announcements, Salesforce, etc.). Utilize ticketing system to automate response and enhance customer service.
• Accountable for day-to-day operations and customer service of the main HR office including triaging HR questions or inquiries from employees, candidates and managers related to college policies, benefits, programs and other HR services via telephone and email; referring complex issues to the appropriate staff member.
• Provide guidance to new employees from onboarding to benefit enrollment tasks in Workday. First-line consultant for incoming HR questions.
• Play a key role in planning and executing internal and external events related to employee engagement and recognition such as developing communications, overseeing logistics like rooms and food, and maintaining registrations.
• Contribute to strategy to optimize office space, storage and layout and enhance the appeal and hospitality of the Human Resources office.
• Optimize the user experience of the HR website by managing updates and collaborating with College Relations on the continuous improvement of website user experience.
• Engage with the wider college community to make HR accessible.

Database Audit and Reporting: (40%)

• Continuously automate and improve our auditing and reporting processes in the college's enterprise system in collaboration with the HR Technology Specialist and HR Operations Manager.
• Ensure successful recurring audits of employee information to maintain the integrity of the data.
• Audit limited term positions end dates and notify managers to ensure that they are aware of timelines regarding the termination dates of limited term positions.
• Monitor and maintain long-term manual benefit processes administration (health subsidy, sick bank, etc. ) auditing for eligibility and ensuring enrollment.
• Work with HR Technology Specialist to design reports that meet needs of the HR department.
• Provide support for workforce planning and analytics.

Minor Safety Policy and Compliance Oversight: (10%)

• Oversee and maintain the Minor Safety policy compliance across campus. Actively participate in the ongoing implementation of new tools and technologies to enhance minor safety measures. Contribute to regular policy and compliance review and update as necessary to ensure compliance and enable best practices are followed. Conduct regular audits to ensure ongoing compliance with established safety protocols. Provide continuous training and support to users for the seamless adoption of these tools. Collaborate on an ongoing basis with internal teams, external partners, and community members. Manage communications regarding the policy, programs and compliance, including serving as point of contact for all constituencies (including senior administration, faculty, staff, students, and volunteers) and critical vendors. Plan and execute training events on minor safety policies, ensuring regular educational opportunities for stakeholders.
• Perform other duties as assigned by management

Minimum Qualifications (knowledge, skills, education, experience, certifications, licenses)

High school diploma or equivalent, plus a minimum of three years of relevant experience, or an equivalent combination of education and/or experience.

Experience working with individuals from diverse backgrounds.

Skills

Ability to take initiative and solve problems; attention to detail; ability to multi-task and prioritize work effectively; excellent communication skills; ability to create and maintain accurate and detailed records; ability to be precise; type accurately and efficiently; proofread/audit own and others' work; and must be able to meet deadlines. Must be able to maintain confidentiality and interact effectively with a diverse population.

Please attach BOTH a current resume and a cover letter in order for your application to be considered for this position . Be sure you have provided all attachments before submitting your application. You will NOT be able to attach additional files after you have hit the Submit button.

Review of applications will begin

June 17, 2024

Compensation Grade:

Grade K Exempt

Position Type:

Regular About Smith College

Located in Northampton, MA, Smith College is one of the largest women's colleges in the country and is dedicated to excellence in teaching and research across the liberal arts. A faculty of outstanding scholars interact with students in small classes, as advisors, and through student-faculty research projects. The College is a member of the Five College Consortium with Amherst, Hampshire and Mt. Holyoke Colleges, and the University of Massachusetts Amherst.Students cross-enroll and faculty cross-teach across the Five Colleges.

Consistent with the Americans with Disabilities Act (ADA) and Massachusetts General Law, Chapter 151B, it is the policy of Smith College to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact our recruiting team at recruiting-u@smith.edu.

As set forth in our mission and values, Smith College is committed to promoting a culture of equity and inclusion among students, staff and faculty. The College will not discriminate in employment on the basis of age, race, color, ethnicity, national origin, creed, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, genetic information, age, veteran status, physical or mental disability, or any other classification protected by law. Smith College is an equal opportunity employer and complies with all state and federal laws that prohibit discrimination.

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