HR Coordinator and Assistant to the Dean

Noorda College of Osteopathic Medicine

Job Title: HR Coordinator and Assistant to the Dean and Chief Academic Officer ****

Schedule: Full-time; Non-Exempt

Location: On-site in Provo, UT

Pay: Hourly, DOE plus Benefits

POSITION SUMMARY

The Human Resources Coordinator performs a variety of confidential, administrative, and clerical tasks to support the overall operations of the Human Resources Department. Prepares correspondence, reports, and other documentation, maintains departmental records and files, assists with benefits administration and payroll, assists with talent acquisition activities, enters and processes financial data, and responds to departmental inquiries. The Human Resources Coordinator will require the ability to work under minimal supervision, perform independent research, and have strong problem-solving skills. This position routinely handles highly sensitive and/or confidential information and will have extensive contact with internal staff members, outside agencies, vendors, and the public.

In the role of Assistant to the Dean and Chief Academic Officer (CAO), the person in this position plays a critical role in providing high-level administrative support, ensuring the smooth operation of the Dean’s office. This position demands a proactive, detail-oriented, and highly organized professional who can manage a wide range of responsibilities with discretion and efficiency. The Assistant will serve as the primary point of contact for internal and external stakeholders, manage complex schedules, handle sensitive information, and contribute to special projects that support the strategic goals of the institution.

RESPONSIBITIES

HR Coordinator Core Duties

Office Management (Shared Duties for HR/Dean’s Office Front Office)

• Oversee the day-to-day operations of the Human Resources and Dean’s office, ensuring efficiency and professionalism.
• First point of contact for all visitors and callers for the Department of Human Resources and Office of the Dean.
• Develop and implement office policies and procedures.
• Maintain office supplies and equipment; coordinate with facilities and IT to manage any needs of the office or to prepare for in-person or virtual meetings.
• Maintain a professional and secure front office environment.
• Maintain HR Department/Dean’s Office breakroom, storage closet, and print/copy area.
• Maintain the HR Master Calendar; Manage and maintain the Dean and CAO’s calendar, including scheduling appointments, meetings, and travel arrangements.
• Serve as a liaison to other college administrative offices.

Confidential Files Management

• Maintain physical and online confidential employee records according to EEO statutes, company polices, and HR Department best practices.
• Track and store Annual Employee Performance Evaluations, faculty CV’s Conflict of Interest Forms, Telecommuting Agreements, Faculty Contract and Staff Appointment renewals, etc.
• Maintain master list of current employees.
• Maintain accurate records of professional licensing expiration dates.
• Participate in annual employee records audits.
• Maintain I-9 records and verification documentation.

Event Coordination

• Assist with planning and coordinating HR events, meetings, trainings, and retreats hosted by Human Resources. Take the lead on Book Club and Monthly Birthday Celebration gatherings.
• Help to manage logistics, including venue selection, catering, and audio-visual requirements.
• Track event budgets and ensure all events are executed flawlessly.
• Assist with managing Food Truck schedule and advertising.

Assist the Director of Human Resources

• Assist with planning and executing special projects, events, and initiatives led by the Director of Human Resources.
• Assist with scheduling meetings, taking notes, and distributing action items when requested.
• Assist with budget preparation and tracking, reconcile credit card charges in Visa Clarity.
• Assist with HR Employee Training and Professional Development efforts.
• Prepare company-wide communications: HR Newsletter, events announcements, etc.
• Assist with maintaining the HR SharePoint Website and HR Facebook page.
• Administer LinkedIn Learning – add new employees to learning platform and train employees on how to utilize this professional development resource.
• Other duties as assigned.

Assist the Payroll and Benefits Manager

• Submit new employee data to the State of Utah.
• Assist with managing Independent Contractor hours, invoicing, and payments.
• Assist with maintaining the New York Life data tracking spreadsheet.
• Keep the invoices for all benefits updated in Smartsheet for Finance.
• Track payment of Benefits in Smartsheet.
• After Payroll is submitted, submit all Three Advancement Reports in Smartsheet to be paid.
• Assist with processing and distributing Worker’s Compensation and other insurance coverage contracts.
• Assist with check and reimbursement requests.
• Manage wellness credit applications and funds allocation tracking.
• Conduct new employee benefits orientation. Assist with annual benefits open enrollment.
• Other duties as needed.

Assist the Talent Acquisition Manager

• Assist with candidate documentation management.
• Assist with setting up interviews as needed.
• Send applicant rejection emails.
• Process work authorization through E-Verify.
• Upload new employee records to Paycor.
• Conduct new employee building tours and facilitate security access/parking pass processes.
• Take headshots of new employees, upload to Paycor, maintain photo e-folder.
• Maintain new employee credit to purchase company promotional materials.
• Assist with building employer brand; monitor and respond to job board posts from former and current employees.
• Assist with new employee and annual Vector Solutions online training systems.
• Other duties as needed.

ASSISTANT TO THE DEAN DUTIES

Administrative Support :

• Prepare and organize meeting agendas, materials, and minutes; follow up on action items.
• Screen and prioritize incoming communications, including emails, phone calls, and correspondence with the intent to protect the Dean’s time and allow for maximum efficiency.
• Handle confidential and sensitive information with discretion and keep the confidence of the Dean in all circumstances.
• Process expense reports and invoices for the Dean’s office.
• Handle financial documentation with accuracy and compliance with institutional policies.

Communication:

• Serve as the primary liaison between the Dean and internal/external stakeholders, including faculty, staff, students, board members, and external partners.
• Draft, review, and edit communications on behalf of the Dean and CAO.
• Facilitate effective communication within the organization and with external partners.

Project Management:

• Assist in planning and executing special projects, events, and initiatives led by the Dean and CAO.
• Coordinate with various departments to ensure project milestones are met.
• Monitor project progress and provide regular updates to the Dean and CAO.

Event Coordination :

• Plan and coordinate events, meetings, and conferences hosted by the Dean’s office.
• Handle logistics, including venue selection, catering, and audio-visual requirements.
• Manage event budgets and ensure all events are executed flawlessly.

Support for Academic Affairs :

• Assist with the preparation, scheduling, communication, and dissemination of academic reports, presentations, town hall information, and student huddles.
• Support the Dean and CAO in managing and distributing academic policies, procedures, and faculty affairs.
• Support the Associate Deans as it relates to institution wide academic initiatives directed by the Dean's office.

QUALIFICATIONS

** _ Education and Certification_** ** :** ****

• BSc/BA in Human Resources, Business Administration, or relevant field; additional SHRM certification preferred.

** _ Experience_** :

• Proven experience as an HR coordinator or relevant human resources/administrative position
• Strong IT skills and experience of HRIS (Paycor) and ATS systems
• Strong ability in using MS Office (MS Word, MS Excel, MS PowerPoint, etc.)

** _ _Skills amp; Abilities:__**

• Demonstrable experience working in HR, ideally including recruitment, payroll and benefits administration.
• Possess a good understanding of current employment law and HR best practice.
• Understanding of talent acquisition sourcing tools (i.e. resume databases and online communities
• Familiarity with social media recruiting
• Outstanding communication and interpersonal skills
• Ability to handle data with confidentiality and excellent attention to detail.
• Good organizational and time management skills
• Good initiative and able to work with minimum supervision.
• Able to multitask and manage competing priorities.
• Confident and proactive in liaising with people at all levels and working as part of a team.

** _ Must be_** :

• Able to maintain a high level of confidentiality.
• Self-confident, strong leader, skilled decision-maker with ability to lead by influence and effectively communicate with various constituencies across the college.
• Exceptional at written, oral presentation, and listening skills.
• Able to work independently yet is an effective participant in cross-functional teams.
• Self-motivated, self-disciplined, have a strong work ethic and capable of establishing priorities in an executive setting.
• Flexible and able to adapt to changing priorities and effectively handle frequent interruptions.
• Innovative, resourceful, detailed oriented, with excellent follow through skills.
• Capable of balancing multiple projects in stressful situations while meeting deadlines, achieving desired results, and maintaining positive relations while understanding the importance of confidentiality of data and information.